Administrative Specialist II, Grade 21

Montgomery County (MD); Gaithersburg (MD); On-site; USD 73,000 - 109,000; Full time

Job summary

Montgomery County Department of Transportation (MCDOT) is seeking an Administrative Specialist II to provide administrative support for contract management of multiple contracts, including BOAs, and to assist with program management, financial reporting, and records management.

The role requires timely, independent work and strong communication, with proficiency in Microsoft Office, SharePoint, Seamless Docs, Adobe Creative Suite, and virtual meeting platforms.

Qualifications

• Two (2) years of professional administrative experience related to budget, purchasing, contract management, or program administration.
• Bachelor's degree from an accredited college or university is required.
• Experience with procurement processes and contract management is preferred.

Responsibilities

• Prepare documentation for solicitations, awards, contracts, amendments, extensions, and task orders.
• Maintain contract files and track task orders, routing and processing for assigned contracts.
• Provide expenditure reports and process requisitions and payments.
• Coordinate with the County Attorney and Office of Procurement; apply procurement policies and processes.
• Maintain contract and procurement document templates.
• Provide expenditure reports on purchase orders, task orders, and contracts.
• Process amendments for contract extensions and rate increases based on the Employee Cost Index.
• Process contractor invoices and track project and program expenditures.
• Process budget entries, journal entries, invoices, deposits, and investigate missing deposits/invoices.
• Perform related duties as required.

Skills

Strong interpersonal skills

Communication skills

Organizational skills

Education

Bachelor's Degree

Tools

Microsoft Office (Word, Excel, Outlook)

SharePoint

Seamless Docs

Adobe Creative Suite (Acrobat, Photoshop, Illustrator, InDesign)

Zoom / Teams / WebEx / Adobe Connect

Job description

THIS IS AN INTERNAL "ONLY" JOB POSTING, AVAILABLE TO CURRENT Montgomery County GOVERNMENT EMPLOYEES ONLY.

This Position is ONLY Open to Montgomery County Government Employees:

1. Current Montgomery County Government employees;
2. Montgomery County employees who were affected by a reduction-in-force and currently have RIF priority rights;
3. Active Montgomery County local fire and rescue department volunteers with at least 50 points under the length of service award program (LOSAP); or
4. Active Project SEARCH Interns or former Montgomery County Government Customized Employment Public Interns, or Project SEARCH Interns within 24 months of completion of internship.

Please note: The salary range above represents the earning potential for this position. The anticipated hiring range for this position will be $72,567 to $109,338, based on the candidate’s qualifications and experience.

WHO WE ARE

Montgomery County Department of Transportation’s (MCDOT) mission is to move people and connect places with seamless, equitable transportation options that are safe, environmentally responsible, and support economic growth and vibrancy in Montgomery County. MCDOT supports its residents, commuters, and visitors with transit options and infrastructure that provide seamless transportation.

WHO WE ARE LOOKING FOR

MCDOT is looking for an Administrative Specialist II. This position will provide administrative support for the contract management of multiple contracts, including Basic Ordering Agreements (BOAs), with contractors and consultants working on DTE projects. Position also provides program management support, including, but not limited to, verifying and reporting on financial data and project status, performing records management, and processing and tracking invoice payments.

The ideal candidate will provide financial, budgetary, and general administrative support to the division while maintaining a high level of organization and attention to detail. This role requires a reliable, timely professional who can work independently, solve problems effectively, and ensure a smooth workflow across various functions. The successful candidate will demonstrate strong interpersonal and communication skills, convey information professionally, and collaborate effectively with individuals at all levels—from field personnel to division leadership. Proficiency in modern office technology is essential, including experience with Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Office 365), SharePoint, Seamless Docs, Adobe Creative Suite (Acrobat, Photoshop, Illustrator, InDesign), and virtual meeting platforms such as Zoom, Microsoft Teams, Webex, and Adobe Connect.

The ideal employee will provide administrative support for capital projects managed by the Division of Transportation Engineering. This includes contract management of multiple contracts, including Basic Ordering Agreements (BOAs), with contractors and consultants working on various Division of Transportation Engineering projects. The employee also provides program management support, including, but not limited to, verifying and reporting on financial data and project status, performing records management, and processing and tracking invoice payments as required for grant administration. Other duties include financial and budget support, as well as general administrative support for the division as a whole.

Duties include, but are not limited to:

• Prepare documentation and correspondence for solicitations, awards, contracts, amendments, extensions, task orders, etc.
• Maintain contract files and task orders. Facilitate reviews and processes, including routing and tracking, for the task orders assigned to contracts and solicitations.
• Provide reports on expenditures. Process requisitions and payments.
• Coordinate with the Office of the County Attorney and the Office of Procurement, applying procurement policies, strategies, and processes to contract-related matters.
• Maintain contract and procurement-related document templates.
• Provide expenditure reports on purchase orders, task orders, and contracts.
• Process amendments for contract extensions and for Rate Increases based on the Employee Cost Index.
• Process contractor/ consultant invoices and track project and program expenditures.
• Process budget entries, Journal entries, invoices, deposits, and conduct investigations on missing deposits and invoices.
• Process payments.
• Performs related duties as required.

Experience: Two (2) years of professional administrative experience related to the needs of the department/agency to which the position is assigned (budget preparation, general purchasing, equipment and material control, contract management, monitoring and administration, Program Management, prepare reports, reconcile financial data, track and process invoices and program expenditures)

Education: Graduation from an accredited college or university with a Bachelor's Degree.

Substitutions:

1. EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.
2. EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

Licenses, Registrations, Certifications, or Special Requirements: None.

Medical exam protocol: This position requires completion of a pre-employment medical history form to assess your ability to safely perform the essential duties of the role.

Work Environment: The work is primarily performed in an office environment and involves normal, everyday discomforts. The work environment is adequately lighted, heated/cooled, and ventilated, and does not require that the employee take special measures to control environmental conditions.

Physical Demands: The work requires ordinary physical effort, including sitting, using microcomputer equipment, walking, standing, bending, and reaching for or carrying light items associated with office work. Work does not result in noticeable fatigue.

Interview selection will be based on the following interview preference criteria:

• Experience in working with staff of diverse technical and managerial backgrounds to develop and facilitate documents.
• Experience and knowledge of the Montgomery County rules and regulations of procurement, and handling financial processes, including Oracle Financial Systems.
• Experience in planning, organizing, and prioritizing responsibilities.
• Experience in the use of personal computer operating systems and applications such as Microsoft Office Suite.
• Experience with collaborative software products utilizing digital signatures such as SharePoint, Seamless Docs, Adobe Sign, and DocuSign.