Office Services Coordinator, Grade N16

Montgomery County (MD); Boyds, Rockville (MD, MD); On-site; USD 59,000 - 82,000; Full time

Benefits offered by this job

County vehicle

Job summary

The Montgomery County Department of Correction and Rehabilitation (DOCR) seeks an experienced Office Services Coordinator to provide administrative support across Procurement, Budgeting, Human Resources, and Finance. You will manage correspondence, meeting logistics, and data entry in ERP-Oracle, while maintaining filing systems and preparing documentation.

You will also coordinate department events, support invoice processing, and assist with fleet administration.

Qualifications

• Four years of progressively responsible office support experience.
• Graduation from high school or equivalent recognized in Maryland.
• An equivalent combination of education and work experience may be substituted.
• Must pass a comprehensive background investigation, medical review, and drug/alcohol screen.

Responsibilities

• Set up and maintain files, including archive files.
• Arrange meetings and manage calendars.
• Prepare letters, memoranda, and spreadsheets using Microsoft Office.
• Attend meetings and provide summary notes for distribution.
• Coordinate department and county-sponsored events.
• Enter data in ERP-Oracle to process invoices.
• Create requisitions and run reports.
• Purchase items using a P-card.
• Assist with financial and administrative functions related to the DOCR fleet.
• Update various databases.
• Deliver and/or pick up items from the central mail room.
• Make recommendations for office automation.

Skills

Budget processes

BASIS

Audit support

Contract tracking

Data reconciliation

Oracle system user

Microsoft Office

Fleet management

Invoice processing

Confidential data handling

Education

High school diploma

Tools

Oracle ERP

Excel

Word

PowerPoint

Outlook

Access

Job description

Please note: The salary range above represents this position’s earning potential. The anticipated hiring range for this position will be $59,237 to $82,308 based on the candidate’s qualifications and experience.

WHO WE ARE

The Montgomery County Department of Correction and Rehabilitation (DOCR) is a civilian agency managed by professionals in the correctional field. The Management Services Division (MSD) serves as an advisory function to employees, the Director, and the Senior Management Team in the Department of Correction and Rehabilitation (DOCR) and implements performance accountability programs and general management practices. The division is composed of Budget, Procurement and Contracts, Employee Health, Welfare and Safety, Fiscal Management, and Human Resources.

WHO WE ARE LOOKING FOR

The Management Services Division is seeking an experienced and skilled individual to work as an Office Services Coordinator. The MSD Office Services Coordinator provides administrative assistance for many of the sections in the Management Services Division, such as Procurement, Financials, Budgeting, Human Resources, Employee Support Unit, Health, Safety and Employee Welfare, etc.

The selected individual will be responsible for providing administrative assistance in a high-demand, multi-task-oriented working environment. The incumbent in this position needs to demonstrate the ability to deal tactfully and equitably with people. Effectively communicate with a diverse population of clients while establishing and maintaining effective working relationships with representatives of various public safety organizations, private organizations, and the general public. The employee must have the ability to attend meetings or perform other assignments at locations outside of the office as needed. A County vehicle will be provided as necessary.

This position is located with the administrative area of the Montgomery County Correctional Facility in Boyds, Maryland.

The person in this position will primarily work with the Risk Management and Procurement administrator, updating contracts using templates, tracking contracts and certificates of insurance, etc., and providing support to the Fiscal and Budget Management unit and the Management Services Division Chief.

• The incumbent will be responsible for setting up and maintaining files, including archive files.
• Arranging meetings and managing calendars.
• Preparing a variety of documents such as letters, memoranda, and spreadsheets using Microsoft Office Suite.
• Attending meetings and providing summary notes for distribution.
• Assisting with the coordination of department- and county-sponsored events.
• Entering data in ERP-Oracle to process invoices.
• Creating requisitions and running various reports.
• Purchasing items using a P-card.
• Assisting with financial and administrative functions relating to the DOCR fleet of vehicles.
• Updating various databases.
• Delivering and/or picking up items from the County’s central mail room.
• Making recommendations for office automation.

Experience: Four (4) years of progressively responsible office support experience.

Education: Graduation from high school or High School Certificate of completion recognized in the State of Maryland.

Equivalency: An equivalent combination of education and work experience may be substituted.

Prior to appointment, the selected applicant must successfully complete a comprehensive background investigation, medical review, and a drug/alcohol screen.

Applicants are encouraged to carefully read the substance abuse disqualification for this position prior to applying. Please click or copy and paste the following link: https://dsd.maryland.gov/regulations/Pages/12.10.01.22.aspx

Prior to a promotional appointment within DOCR, the selected individual must answer the Prison Rape Elimination Act (PREA) questions and submit to a criminal history check to comply with the Prevention Planning on Hiring and Promotion Decisions (115.17, 115.117, 115.217, 115.317). This is a requirement to meet Federal law and audit standards.

The selected candidate must be able to receive certification from the State of Maryland to complete criminal record checks. Certification in fingerprinting, METERS, and Oracle must be obtained within the first three months of being in the position.

• Experience supporting budget processes and procedures, and experience with B.A.S.I.S.

• Experience supporting audit procedures and audit responses.
• Experience supporting contract expenditure tracking such as DPO, Invoices, and contract quality control for goods and services procured.
• Experience working with and processing confidential financial data.
• Knowledge or experience in methods, principles, and techniques associated with research, data collection and reconciliation, and report writing.
• Experience at an intermediate or advanced level using Outlook, Word, and basic level to intermediate level using Excel, Access and PowerPoint. Navigating the internet in an advanced level.
• Acted as the Oracle Super User, supporting monthly invoice processing, providing system expertise, troubleshooting issues, and ensuring accurate and efficient financial transactions within Oracle.
• Experience Assisting with financial and administrative functions relating to a fleet of vehicles.
• Experience supporting year-end financial closeout activities by analyzing outstanding invoices, verifying purchase order funding, processing purchase order liquidations, and establishing encumbrances for the upcoming fiscal year to maintain accurate budget and expenditure management.