Office Coordinator (HHS/Finance and Administration)
Baltimore County
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Benefits offered by this job
Job summary
Baltimore County Government seeks an experienced clerical/administrative assistant to support a department function. Under supervision, you will handle routine office tasks, coordinate workflow, prepare payments, and maintain multiple databases and logs.
The role requires a high school diploma and at least two years of typing/secretarial experience; additional education may substitute for experience. Strong organization and communication skills are essential.
Qualifications
- High school diploma or equivalent required.
- Two years typing or secretarial experience; education may substitute for experience.
- Preferred: Supervisory experience and experience with Workday, OIT’s Request Processing System, MaintStar, NexTraq.Vehicle Management.
- Knowledge of office practices, grammar, arithmetic; ability to use word processing, databases, and spreadsheets.
- Ability to communicate effectively and maintain filing systems.
Responsibilities
- Coordinate workflow and assign/review work of others.
- Prepare direct payments, purchase orders, and requisitions; amendments.
- Reconcile invoices for payment and maintain related records.
- Prepare personnel documents and forms; draft letters and memos.
- Maintain calendars, schedules, and meeting agendas/minutes.
- Explain office policies to employees and the public; manage office operations.
Skills
Education
Tools
Job description
This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.
Pay Schedule VI, Grade 21, Regular Schedule: 35 hours per week
A vacancy exists in Department of Health and Human Services, HHS Finance and Administration Operations.
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.
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 experiences 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 professional license(s)/certification(s) to your application. Unofficial copies are acceptable.
Failure to submit proof of professional Licenses, Certifications and Education will result in your application not being considered. Proof of professional 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.
- Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
- Prepares direct payments, purchase orders, and purchase requisitions and amendments.
- Reconcile invoices for payment.
- Prepares or assists in the preparation of personnel related documents and forms.
- 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 electronic records to establish, retrieve, review, update, track, and revise office 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 microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
- Schedules, attends, and takes notes and minutes for meetings.
- 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;
Two 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.
- Supervisory Experience
- Experience with Workday
- Experience with OIT’s Request Processing System
- Experience with Property Management’s MaintStar System
- Experience with NexTraq Vehicle Management
- 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 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.
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.
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).
ATTN: Office Coordinator-HHS-F&A
Office of Human Resources
Baltimore County Government
308 Allegheny Avenue
Towson, MD 21204
You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.
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.
The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.
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.
Baltimore County General Government offers the following benefits to full-time, merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise.
Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.
All Baltimore County offices are smoke free.
Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.
Step increases may be granted on anniversary date based on satisfactory job performance.
Cost of living increases and adjustments may be granted as legislated.
In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County.
Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.
Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include:
Medical, Prescription, Dental and Vision insurance.
Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.
Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.
Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions.
Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.
Payroll through direct deposit to the financial institution selected by employee is required.
70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.
Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.
This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.
Answer each question accurately and thoroughly. The experience you indicate in your responses must also be described, in detail, on the Work History section of this application. If you cite experience in your response that is not included on the Work History section of this application, your application may be considered incomplete and you may not receive further consideration for this position. Questions with text answers require you to include the name of the employer/organization and dates of the specific experience.
- I have read and acknowledge the above instructions.
- I have read and acknowledge the above statement.
The person appointed to this position is considered an essential staff member during emergencies, which means you may be required to be at work during all types of inclement weather and other emergency conditions. Are you willing and able to accept this condition of employment?
- Yes
- No
Select the type of driver's license you currently hold. Be sure you have provided your driver's license number, class and state in the previous section of this application.
- Commercial Driver's License equivalent to Commercial, Class A Maryland Driver's License.
- Commercial Driver's License equivalent to Commercial, Class B Maryland Driver's License.
- Commercial Driver's License equivalent to a Commercial, Class C Maryland Driver's License with a Passenger Endorsement.
- Non-Commercial Driver's License equivalent to a Non-Commercial, Class C Maryland Driver's License.
- Provisional Non-Commercial Driver's License equivalent to a Provisional Non-Commercial, Class C Maryland Driver's License.
- Driver's License Learners Permit.
- I do not have a driver's license.
Select the option that best describes your level of education and/or experience. Please attach proof of education to the application.
- High School Diploma or an appropriate equivalent, plus two years' typing, word processing, or secretarial experience.
- Associate of Arts degree
- Bachelor's degree
- Master's degree
- Not Applicable. I do have any of the above combinations of education and/or experience.
The candidate hired for this position will be responsible
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