Office Associate

CHARLES COUNTY GOVERNMENT; La Plata (MD); On-site; USD 36,000 - 44,000; Full time

Job summary

Charles County Government seeks an Office Associate to perform clerical and office work in support of executive operations. The role is the front line for the Commissioners’ Office, handling inquiries from the public and assisting with county services.

The position includes scheduling, document processing, mail and file management, and preparing reports. Requires a high school diploma or GED and 1 year of related clerical experience; telework is not offered.

Qualifications

• High School diploma or GED.
• 1 year of related office clerical experience or equivalent combination of education, experience and training.
• Ability to handle frequent interruptions.

Responsibilities

• Manages employee schedules and calendars; coordinates meetings.
• Sends Open Meetings Act notification as needed.
• Receives and screens mail; maintains databases and produces reports.
• Performs data entry and runs reports as directed.
• Attends public forums, hearings, meetings, and events as directed.

Skills

Office procedures

Clerical skills

Customer service

Data entry

Confidentiality

Education

High School diploma or GED

Tools

Laserfiche

Mail Log

Computers

Word processors

Job description

The hiring salary for this position is $39,943.61 annually.

Charles County Government is seeking a dynamic Office Associate to perform clerical and office work in support of executive office operations. Associate will be the front line person for Commissioners’ Office. This position will perform responsible office tasks requiring an understanding of the substantive operations of the office and including responsible contacts with the public and others. Associate will provide general executive administrative support to the division. This position will assist the public with navigating County services. Workers carry out daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.

• Manages employee schedules and calendars; makes appointments, sets up meetings, and coordinates other arrangements as needed.
• Manages global scheduling for the Commissioners’ Office.
• Sends Open Meetings Act notification as needed.
• Refers residents with concerns to the Citizen Response Office
• Receives notifications from the Maryland Secretary of State and disseminates Lowering of the Flag notifications to County employees and outside agencies per the procedures outlined in the Lowering of the Flag SOP.
• Handles office and kitchen supply purchasing. Maintains an inventory of supplies and replenishes inventory as needed.
• Keeps supervisor informed of matters; prepares memos, notes, and reports for supervisor.
• Assists the Office of the Clerk to the Commissioners with ensuring staff coverage for recognitions and public hearings, including assistance with sign-ins and crowd management.
• Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention.
• Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
• Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.
• Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
• Receives, screens and routes mail; directs items to other staff or County offices as appropriate. Maintains databases such as Laserfiche and Mail Log as well as files containing such data and generates reports.
• Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
• Routes and processes hard copy documents requiring wet signatures.
• Maintains manual and/or automated administrative files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information. Checks files and records for notarized and attested signatures.
• Produces a variety of typed or word-processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections; ensures adherence to established style guides and formats.
• Record and update messages on the automated telephone system.
• Perform data entry and run reports, as directed.
• Attends public forums, hearings, meetings, and events as directed by the Chief of Staff.
• Assists with Commissioners’ Office coverage to include front desk and back office, and coverage in the absence of other staff members.
• Performs other related job duties as assigned.

Education and Experience:

High School diploma or an acceptable equivalency diploma (GED). One (1) year of related office clerical experience; or an equivalent combination of education, experience and training.

Licenses or Certifications:

None.

Special Requirements/Qualifications:

Work is subject to frequent interruptions.

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures and practices including operation of office appliances such as calculators, computers, typewriters, and word processors.
• Knowledge of clerical procedures and practices.
• Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
• Ability to assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
• Ability to perform general office clerical work quickly and efficiently.
• Ability to maintain confidentiality.
• Ability to initiate daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.

PHYSICAL DEMANDS

The work is sedentary with frequent periods of light physical activity and is performed in office surroundings. Requires worker to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer or typewriter keyboards; and the ability to speak normally and to use normal or aided vision and hearing.

WORK ENVIRONMENT

Principal duties of this job are performed in a general office environment.

Department/Division: County Administrator/Commissioners’ Office

Pay Grade: 105

FLSA Status: Non-Exempt

Telework Eligible: No

Reports to: Commissioner’s Office Administrator

Supervises: None