Administrative Specialist II (Represented)

Center for Digital Governmtent; Annapolis (MD); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Pension plan

Paid holidays

Job summary

The Department of Public Works in Maryland is seeking an Administrative Specialist II (Represented) to perform varied office support tasks across locations. You will handle correspondence, data entry, scheduling, and filing, with emphasis on accuracy and meeting deadlines.

Candidates should have a high school diploma and 2+ years of admin experience, strong customer service skills, and proficiency with Microsoft Office applications. Overtime may be required during severe weather or peak periods.

Qualifications

• Graduation from high school; and two or more years experience in administrative support work.
• Proficiency in MS Office; ability to learn in-house software.
• Experience handling inquiries and maintaining records with accuracy.

Responsibilities

• Format and prepare correspondence, reports, invoices, and contracts using multiple systems.
• Enter and verify data, schedule appointments, and coordinate meeting room calendars.
• Maintain filing systems and document control procedures; support mail and reception duties.

Skills

Office administration

Data entry

Customer service

Education

High school diploma

Tools

Microsoft Office

ADP payroll system

Job description

Position Description

This posting will be used to fill Full-Time, Permanent, Administrative Specialist II (Represented) positions in various locations within the Department of Public Works. This is varied and diversified office support work in providing a full range of general office support tasks. Contacts are with county employees at all levels and with the general public to receive and provide information, respond to complaints and to answer questions.

NATURE AND VARIETY OF WORK

An employee in this class performs a variety of difficult office support tasks in support of the assigned office or program area. This class of work is distinguished from the Office Support Assistant I by the complexity of work and independent judgment required in completing assignments. The supervisor provides general guidance for new or unusual assignments and recurring assignments are performed independently. The employee follows established procedures and reference manuals containing laws, regulations and procedures to successfully accomplish tasks. Employees perform work using a variety of office automation equipment and software applications to produce forms, documents, and correspondence in a variety of formats. Work is performed in an office setting and is sedentary in nature. Work products affect the accuracy and reliability of further processes and services. The work involves meeting deadlines and possessing time sensitive documents. Work includes operation of a computer keyboard and video display terminals. Work performance is reviewed and evaluated by a supervisor.

Examples Of Duties And Knowledge, Skills And Abilities

• Formats and types correspondence, reports, tables, contracts, Request 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 in order 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 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 modern office practices, procedures, and equipment.
• Considerable knowledge of business English, spelling, and arithmetic.
• Considerable knowledge of departmental rules, regulations, procedures, and functions.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to process office forms, claims, bills, requests and applications.
• Ability to prepare statements and notices, computing applicable charges on the basis of records and regulations.
• Ability to meet time-sensitive deadlines and handle confidential records.

Minimum Qualifications

Graduation from high school; and two (2) or more years experience in administrative support work.

Supplemental Qualifications

• Strong customer service skills.
• Proficiency in the use of the Microsoft Office Suite applications (Access, Excel, Word, PowerPoint, and/or Publisher).
• Experience developing, managing, and creating reports in MS Access.
• Experience with ADP automated payroll system or a related automated payroll system for timekeeping/payroll entry.
• Experience with Oracle Harbor or a related automated financial system.
• Experience with office supply inventory and order processing and tracking.
• Experience with maintenance/management of electronic calendars and emails.
• Screening customer calls and greeting walk-in customers.
• Processing and tracking of personnel related correspondence of a confidential nature.
• Database development and management of data, and report production.
• Willing and able to work scheduled and unscheduled overtime.
• Willing and able to work up to twelve (12) hours during severe weather conditions on an as needed basis.
• Medical/Health Insurance Plans
  • BlueChoice Advantage EPO
  • BlueChoice Advantage PPO
• Dental Insurance
  • CIGNA Dental PPO (Buy-Up)
  • CIGNA Dental PPO (CORE)
  • CIGNA Dental HMO (DHMO)
• Vision Insurance
  • EyeMed
• Employee Life Insurance
  • Term insurance of $20,000 for employees at no cost.
  • Ability to purchase Supplemental & Dependent Life Insurance
• Disability Income Insurance
• Pension Plan
  • Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
• Deferred Compensation Section 457 Plan
• Direct Deposit
• Credit Union
• Holidays
  • Twelve days provided per calendar year, thirteen in general election year
• Annual Leave
  • Less than 5 years - 13 days
  • 5 years to less than 10 years - 15 days
  • 10 years to less than 20 years - 20 days
• 20 years or more - 26 days
• *Some positions will receive additional paid annual leave in lieu of holidays and personal leave.
• Disability Leave
  • Accrual at a rate of 15 days a year
• Personal Leave Day, five per calendar year
• Leave Sharing
• Employee Assistance Program
  • Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
• Flexible Spending Accounts
  • Dependent Care Reimbursement
  • Health Care Reimbursement
• Voluntary Benefits
  • Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction
  • Universal Life Insurance with Long Term Care Rider
  • United Legal Benefits