Administrative Assistant III (15058, Grade HC6)

The Maryland-National Capital Park and Planning Commission - PGC Planning; Largo (MD); On-site; USD 49,000 - 87,000; Full time

Benefits offered by this job

Telework opportunities

Flexible schedules

Onsite fitness center

Free parking

Tuition reimbursement/assistance

Federal student loan forgiveness

Job summary

The Maryland-National Capital Park and Planning Commission - PGC Planning in Largo, MD, seeks an Administrative Assistant III to join its Prince George’s County planning team. The role prioritizes calendar management, materials preparation, budget coordination, and cross-team coordination to support leadership.

The position requires strong communication, proofreading, and organizational skills, plus experience in procurement, budgeting, and MS Office.

Qualifications

• High school diploma or GED.
• 4 years of progressively responsible experience including at least 2 years in admin/clerical support and at least 1 year in administrative management areas.
• An equivalent combination of education and experience totaling 4 years.

Responsibilities

• Serve as a key administrative partner to the Division Chief and leadership team.
• Manage and coordinate complex calendars and scheduling.
• Review briefing materials, agendas, and reports for leadership meetings.
• Track assignments, deadlines, and follow up with leadership.
• Exercise sound judgment in prioritizing and handling confidential matters.
• Coordinate cross-functional assignments and ensure timely deliverables.
• Assist with monitoring division expenditures, budgets, purchase orders, invoices, and financial commitments.
• Review financial documents for accuracy and budget coding.
• Coordinate onboarding and offboarding activities and ensure access and records are addressed.
• Maintain databases, spreadsheets, and tracking systems.
• Provide timely access to accurate administrative information to management.
• Assist with audits, information requests, and compliance activities.
• Coordinate purchasing activities including quotes, documentation, and vendor issues.
• Plan and coordinate meetings, conferences, and events.
• Develop agendas, attendance lists, and logistics plans.
• Arrange meeting rooms, technology, catering, and travel.
• Prepare meeting minutes and track follow-up items.
• Support cross-office special projects.

Skills

Communication skills

Proofreading

Teamwork

Organization

Procurement basics

Budgeting & invoicing

Microsoft Office

Adobe Acrobat

MS Teams

Scheduling meetings

Learning new software

Education

High school diploma or GED

4 years experience (admin/clerical)

4-year education/experience equivalence

Tools

UKG Kronos

Lawson

Job description

The Prince George’s County Planning Department (Management Services Division) of The Maryland- National Capital Park and Planning Commission is seeking an Administrative Assistant III to join our planning team. The Department provides land use planning for the physical development of Prince George’s County, Maryland. As the second most populous county in Maryland, Prince George’s has a population of over 900,000 residents and is home to The University of Maryland at College Park, NASA Goddard Space Flight Center, and Joint Base Andrews Air Force Base. Prince George’s County is also home to many attractions such as Northwest Stadium (formerly FedEx Field) and the National Harbor. If you are interested in working for Prince George’s County Planning Department, we invite qualified candidates to apply for our Administrative Assistant III position.

The successful candidate will be self-motivated, possess strong written and verbal communication skills, strong attention to detail, be able to balance multiple requests and deadlines concurrently, and be able to keep pace with a varied work program and work with a diverse staff. This position requires exceptional

• Serve as a key administrative partner to the Division Chief and leadership team, anticipating administrative needs and proactively addressing issues before they become problems.
• Manage and coordinate complex calendars, including scheduling meetings involving multiple stakeholders, resolving scheduling conflicts, and ensuring appropriate preparation and follow-up.
• Review briefing materials, agendas, talking points, reports, presentations, and other materials for leadership meetings and engagements.
• Track assignments, commitments, deadlines, and action items for the Division Chief and management team and follow up as appropriate.
• Exercise sound judgment in determining priorities and handling matters requiring discretion and confidentiality.
• Coordinate cross-functional assignments and ensure that deliverables are completed within established deadlines.
• Assist with monitoring division expenditures, budgets, purchase orders, invoices, and financial commitments.
• Review financial documents for accuracy, completeness, appropriate budgetary account coding, and compliance with applicable policies and procedures.
• Coordinate onboarding and offboarding activities and ensure appropriate access, equipment, records, and administrative requirements are addressed.
• Maintain databases, spreadsheets, tracking systems, and other administrative information resources.
• Ensure management has timely access to accurate and reliable administrative information.
• Assist with audits, reviews, information requests, and other compliance-related activities.
• Coordinate purchasing activities, including obtaining quotes, preparing purchase documentation, tracking orders, and resolving vendor issues. Also includes processing requisitions and purchase orders.
• Plan and coordinate meetings, conferences, retreats, workshops, interviews, and other division events.
• Develop agendas, briefing materials, attendance lists, logistics plans, and follow-up documentation.
• Coordinate meeting rooms, technology, catering, visitors, travel arrangements, and other logistical requirements.
• Prepare meeting minutes or action summaries and track follow-up items through completion.
• Support special projects and time-sensitive assignments requiring coordination across multiple offices or stakeholders.

WHAT YOU SHOULD BRING:

The ideal candidate for the Administrative Assistant III position will have the following:

• Strong written and verbal communication skills with keen attention to detail
• Excellent proofreading and editing skills
• Ability to establish and maintain cooperative working relationshipswith a large and diverse staff, and work effectively as part of a team or independently to complete work assignments
• Skill in organizing, assessing, and prioritizing multiple tasks, projects, and other tasks
• A basic understanding of procurement, budgeting, finance and invoicing
• Expert knowledge of Microsoft Office software (Outlook, Word, PowerPoint, Excel) and Adobe Acrobat; familiarity with online meeting platforms (Microsoft TEAMS) and content management systems
• Experience with scheduling meetings and maintaining electronic databases
• Ability to quickly learn new computer programs (i.e. UKG Kronos, Lawson)

• 1. High school diploma or a Certificate of General Educational Development (GED).
• 2. Four (4) years of progressively responsible experience that includes at least two (2) years in administrative and clerical support work and at least one (1) year of technical support experience in the administrative management areas of the specific position to be filled.
• 3. An equivalent combination of education and experience may be substituted, which together total 4 years. Classification Specification: Administrative Assistant III

NOTE: This position is union-represented.

Why Prince George’s Planning?

Amenities:

• Telework opportunities
• Flexible schedules
• Onsite fitness center
• Complimentary access to M-NCPPC gymnasiums throughout Prince George’s County
• Free parking is available for employees
• Tuition Reimbursement/Assistance Program, subject to annual budget allocations and program funding availability
• Positions may qualify for federal student loan forgiveness assistance.

The M-NCPPC offers a competitive salary range of $49,243 to $87,215 (salary is commensurate with education and experience) at the Administrative Assistant III level with excellent benefits including generous leave, extensive health coverage, deferred compensation plan, and employee pension plan.

The Prince George’s County Planning Department is currently located in Largo, MD.

May be subject to medical, drug and alcohol testing.

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.

Applicants with Disabilities under the Americans with Disabilities Act. If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at or 301-454-1411 (Maryland Relay 7-1-1) M-NCPPC will make all efforts to reasonably accommodate you.