Administrative Specialist II

Anne Arundel County – Inspections and Permits Department; Maryland; On-site; USD 42,000 - 60,000; Full time

Job summary

Anne Arundel County Government seeks an Administrative Specialist II in the Office of Inspections and Permits. The role greets customers, provides permit information, distributes applications, and issues building and trade permits.

The position requires two+ years of administrative support experience and a high school diploma. Proficiency with office software, data entry, and strong communication skills are essential for meeting deadlines in a busy office environment.

Qualifications

• Graduation from high school required.
• Two or more years of administrative support experience preferred.
• Preference for applicants with building permit process knowledge and receptionist/customer-service focus.

Responsibilities

• Greet customers entering the Permit Center and provide basic permit information.
• Distribute permit applications and issue building and trade permits.
• Format and edit correspondence, forms, reports, and contracts using office software.
• Schedule staff appointments and coordinate calendar commitments for rooms.
• Maintain and update filing systems and document control procedures.
• Receive visitors and handle telephone inquiries, directing as appropriate.

Skills

Office procedures

Customer service

Time management

Communication

Data entry

Problem solving

Education

High school diploma

Job description

Anne Arundel County Government is currently hiring for a full-time, permanentAdministrative Specialist II position in the Office of Inspections and Permits.

The mission of the Department of Inspections and Permits is to become the most efficient and cost-effective provider of permit issuance, inspection services, and enforcement services for the citizens of Anne Arundel County and assure public safety, health, and welfare insofar as the entire construction and development process affects them.

The position of Administrative Specialist IImeets and greets all customers who enter the Permit Center. This position provides basic information to customers on permit requirements, distributes permit applications, and issues building and trade permits.

NATURE AND VARIETY OF WORK

An employee in this class performs a variety of standard and moderately difficult administrative and clerical support duties for an assigned office or program area. The supervisor provides general guidance for new or unusual assignments; recurring assignments are performed independently. The employee follows established procedures and policies containing laws, regulations, and instructions to successfully accomplish work to completion. New assignments and changes in policies and procedures are received in a general outline. Employees perform work using a variety of software applications, technology, data processing, and standard office equipment to produce, edit, or process data, forms, documents, and correspondence in a variety of formats. Work products affect the accuracy and reliability of further processes and services. The work involves meeting deadlines and processing time-sensitive documents. Work performance is reviewed and evaluated by a supervisor.

The work is sedentary in nature and performed in an office environment. This class of work is differentiated from the next lower level in the series by the detail, variety, and complexity of the work, independent judgment, and initiative when completing assignments.

Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)

• Formats and types correspondence, reports, tables, contracts, Requests for Proposals, regulations, purchase orders, invoices, and other office documents utilizing a variety of computer systems and software applications.
• Reviews, codes, enters, and updates data in manual and/or automated systems to maintain current records and initiates corrective actions, as necessary, to assure accuracy and completeness.
• Schedules appointments for staff and coordinates calendar commitments for meeting rooms.
• Maintains, monitors, and contributes to the modification of filing systems and/or document control procedures.
• Tabulates and prepares numerical data, tables, and reports from information found in other sources.
• Collects data from existing records and types of budget documents, numerical data, financial projections, and income and expenditure reports.
• Receives visitors, answers telephones, and supplies information to the general public and other county employees, making referrals as appropriate.
• Receives and distributes/routes invoices, bills, requisitions, payment requests, applications, claims, orders, forms, and bids for processing.
• Receives, reviews, and distributes incoming mail and other materials.
• Proofreads documents for accuracy, completeness, and adherence to procedural requirements.
• Receives and records cash and/or checks and issues receipts.

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of departmental rules, regulations, procedures, and functions.
• Considerable knowledge of modern office practices, procedures, systems, and standard office equipment.
• Considerable knowledge of grammar, spelling, and basic mathematical skills.
• Considerable knowledge of general County government and department operations.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to draft standard administrative communication and prepare and edit correspondence.
• Ability to meet time-sensitive deadlines.
• Ability to operate current software applications and databases.

Education: Graduation from high school.

Experience: Two (2) or more years of experience in administrative support work.

Preference will be given to applicants with the following:

1. Receptionist experience with a strong focus on phone-based customer service and greeting and directing visitors.
2. Knowledge and experience with the residential and commercial building permit process
3. Able to multitask and remain calm under pressure.