Office Assistant (Utilities)

Baltimore County; Overlea (MD); On-site; USD 32,000 - 46,000; Full time

Job summary

Baltimore County's Department of Public Works, Bureau of Utilities, is seeking an entry-level Office Assistant to perform comprehensive clerical tasks under general supervision. You will prepare letters and memos, maintain databases and logs, and compile routine reports to support daily office operations.

Qualified candidates will have a high school diploma or equivalent and at least one year of typing or secretarial experience. Knowledge of Word processing and spreadsheet software is essential.

Qualifications

• High school diploma or equivalent required.
• One year typing, word processing, or secretarial experience preferred.
• Proficiency in word processing, database management, and spreadsheet software expected.

Responsibilities

• Prepare letters, memos, and other material from drafts or instructions.
• Set up and maintain office databases and logs.
• Access and update office records and generate routine reports.
• Greet clients and respond to routine inquiries in person, by phone, or by email.

Skills

Typing 40 WPM

Office software

Workday

Education

High school diploma or equivalent

Tools

Workday

Job description

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

A vacancy exists in the Department of Public Works, Bureau of Utilities.

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

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

This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

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.

Job Purpose

Under general supervision, performs comprehensive office administration and 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.
• Operates office machinery, such as computers, photocopiers, faxcom, calculators, telephones, scanners, and printers.

Examples of Other Duties

Assists in the preparation of County legislation. Maintains simple financial and statistical records. Reconciles account balances. Maintains office supplies. Prepares and processes purchase orders, direct payments, and invoices. 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 (1) 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.

Knowledge, Skills, and Abilities (Entry Level)

• Knowledge of modern office methods and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties.
• Skill in the use of word processing software.
• Skill in using Workday.
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to compose simple letters and memos.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems, databases and spreadsheets.
• Ability to follow County and departmental rules and regulations.
• Ability to respond appropriately to inquiries from the public.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to type from plain copy at a rate equivalent to 40 WPM.

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.

EXAMINATION PROCEDURE

Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.

Physical and Environmental Conditions

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

Conditions of Employment

Some employees in this classification may be required to work overtime with little or no advance notice. Some positions may be designated as Emergency/Essential.

Employment Background Investigation

Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.