Office Assistant - Department of Corrections

Baltimore County; Towson (MD); On-site; USD 42,000 - 52,000; Full time

Job summary

Baltimore County Government in Towson, MD is seeking an Office Assistant to provide comprehensive word processing, typing, and clerical support under general supervision. You will prepare letters, manage records, and assist in payroll and timekeeping.

The role requires a high school diploma or equivalent and at least one year of typing or secretarial experience. Attention to confidentiality and customer service are essential.

Qualifications

• High school diploma or equivalent required.
• At least one year of typing, word processing, or secretarial experience.

Responsibilities

• Uses automated office systems to prepare letters, memos, and material from drafts or instructions.
• Selects appropriate letter format, proofreads for grammar and punctuation, and prepares for distribution.
• Originates procedural correspondence to respond to information requests or begin office processes.
• Sets up and maintains office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise records.
• Performs queries and compiles routine reports from data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Maintains confidential files and records.
• Locates, extracts, and summarizes information for reports or inquiries.
• Determines release of information per procedures and confidentiality.

Skills

Typing speed

Word processing

Secretarial experience

Education

High school diploma or equivalent

Tools

MS Word

Job description

Pay Schedule I, Grade 19, Regular Schedule: 35 hours per week.

Several vacancies exist within Baltimore County Government, Department of Corrections.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring within this class may be filled from the list of eligible applicants.

All interested transfer and promotional candidates must apply at this time.

List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the Work Experience section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Under general supervision, performs comprehensive word processing, typing, and other clerical duties in support of an office.

Essential Job Duties

• Uses automated office systems, such as word processing equipment or a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares document for distribution or mail.
• Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential alphabetical, chronological, or subject matter files and records.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determines release of information according to established procedures and confidentiality.
• Initiates the process of purging and updating files.
• Opens, date stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence and/or written complaints to the time of completion.
• Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors.
• Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space.
• Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel related documents and forms.
• Performs timekeeping functions for the work unit.
• Prepares payroll and tracks leave usage.
• Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
• Assists in the preparation of County legislation.
• Maintains simple financial and statistical records.
• Reconciles account balances.
• Orders and maintains office supplies.
• Prepares and processes purchase orders, direct payments, and invoices.
• Verifies procurement card purchases.

Examples of Other Duties

May take verbatim notes or minutes

May lead and instruct others

Performs other related duties as required

(NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.)

Possession of a high school diploma or an appropriate equivalent;

Plus

One-year typing, word processing, or secretarial experience.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Additional education may be substituted on a year-for-year basis for the required experience.

Proof of Licenses, Certifications and Education

Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable. Proof of licenses, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency

Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org )

Mail or deliver documents to:

ATTN: Office Assistant - Department of Corrections

Office of Human Resources

Baltimore County Government

308 Allegheny Ave.

Towson, MD 21204

You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.

EXAMINATION PROCEDURE

Applicants meeting required qualifications will be assessed for typing speed and proficiency in: computer file management, Windows introductory skills, and Microsoft Word.

Physical and Environmental Conditions

The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Medical Examination and Employment Background Investigation

Applicants selected for employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.