Office Coordinator

Baltimore County; Towson (MD); On-site; USD 42,000 - 56,000; Full time

Job summary

Baltimore County Government, Department of Public Works Engineering & Construction, Division of Construction Contracts Administration, seeks an experienced administrative professional. The role involves comprehensive clerical duties, workflow coordination, budget support, contract administration, and record-keeping.

Requirements include a high school diploma or equivalent and at least two years of typing/secretarial experience; applicants must attach transcripts/licenses.

Qualifications

• Knowledge of modern office practices and filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of automated office systems and word processing.
• Ability to communicate effectively.
• Ability to type from plain copy at 40 WPM.

Responsibilities

• Provides administrative support by coordinating workflow and supervising others as needed.
• Assists in preparing agency budgets with supporting documentation and records.
• Prepares direct payments, purchase orders, and budget amendments.
• Tracks agency expenditures and budgetary data.
• Oversees contracts with service providers and vendors.

Skills

Typing 40 WPM

Word processing

Database management

Spreadsheet software

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

Pay Schedule VI, Grade 21, Regular Schedule: 35 hours per week

A vacancy exists in the Department of Public Works Engineering & Construction, Division of Construction Contracts Administration

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

Current andfuturevacancies occurring in 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 toreclassificationas 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) or license(s) to your application.

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 clerical and routine administrative duties to ensure the efficient operation of an office or coordinates a major function within a County agency or bureau.

Examples of Essential Duties

• Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
• Assists in the preparation of an agency’s budget by providing supporting documentation and/or financial and budgetary data and records.
• Prepares direct payments, purchase orders, and purchase requisitions and budget amendments.
• Tracks agency expenditures.
• Oversees, facilitates, and coordinates service provider/vendor contracts.
• Prepares correspondence to contractors regarding contract agreements.
• Maintains complex filing and tracking systems for contracts.
• Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.
• Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
• Creates and maintains a variety of detailed office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise office records.
• Performs queries and compiles personnel, budgetary, and statistical reports.
• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records.
• Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Explains office policies, procedures, rules and regulations to other employees and the public.
• Maintains calendars, schedules appointments and meetings.
• Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
• Operates office machinery, such as computers, photocopiers, calculators, telephones, scanners, and printers.
• Reviews and processes prequalification documents for construction contractors.

Examples of Other Duties

• Assists in the preparation of County legislation.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
• May take verbatim notes.
• Purchases office supplies.
• May supervise or coordinate the work of subordinate clerical staff.
• 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

Two (2) years' typing, word processing, or secretarial experience. (Additional education may be substituted on a year-for-year basis for the required experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.)

Knowledge, Skills, and Abilities (Entry Level)

• Knowledge of modern office practices 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.
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems.
• Ability to interpret, explain, and follow County and departmental rules and regulations.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to coordinate, assign, and review the work of others.
• Ability to type from plain copy at a rate equivalent to 40 WPM.

Knowledge, Skills, and Abilities (Full Performance)

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Thorough knowledge of word processing, database management, and spreadsheet software packages.
• Knowledge of administrative support functions, such as personnel, budget, and purchasing.
• Knowledge of process and approval procedures for contract agreements.
• Skill in operation of automated office systems and word processing, database management, and spreadsheet software packages.
• Skill in composing letters, memos, and reports.
• Skill in interpreting rules, regulations, policies, and procedures.
• Skill in coordinating, assigning, and reviewing the work of others.
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to investigate and resolve problems.

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.

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.

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 Coordinator - Public Works Engineering & Construction
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

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

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.