Office Services Coordinator, Grade N16

Montgomery County (MD); Rockville (MD); On-site; USD 59,000 - 89,000; Full time

Job summary

Montgomery County is seeking an Office Services Coordinator for the Constituent Services Office/Social Services Office and the Director's Office. You will manage calendars, coordinate events, handle inquiries, and provide direct administrative support to ensure smooth operations across county departments.

The role requires four years of office support experience and a high school diploma; the successful candidate will navigate a diverse community, maintain records, and support fiscal duties and

Qualifications

• Four (4) years of progressively responsible office support experience.
• 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.
• Medical History Review and criminal history records check will be conducted for selected candidate.
• Background investigation including criminal and credit history check will be conducted prior to appointment.

Responsibilities

• Provide direct office support to constituent services and social services offices; manage calendars and events; track documents; follow up with inquiries.
• Screen all incoming calls, documents, and correspondence to the Social Services office.
• Intake and address constituent services inquiries; refer and collaborate with community stakeholders.
• Provide administrative support: routing MOUs, Grants, Contracts, formatting and editing memoranda, meeting coordination.
• Provide coordination: first point of contact for Constituent Services Office, Social Services office, staff, and external agencies.
• Assist with fiscal duties, projects, and other office responsibilities such as ordering supplies, mileage, mail handling, calendar management, and event planning.
• Perform other office/administrative tasks as needed.

Skills

Customer service

Oral communication

Written communication

Administrative processes knowledge

Education

High school diploma

Tools

Microsoft Office Suite

Job description

Please note: The salary range above represents this position's earning potential. The anticipated hiring range for this position will be $59,237to $88,813, based on the candidate's qualifications and experience.

WHO WE ARE

Montgomery County is located adjacent to Washington, D.C., and with over one million residents, is the most populous County in the State of Maryland. The County is also the most diverse County in the State and ranks among the top ten most diverse Counties in the nation. Montgomery County is home to many major U.S. government offices, scientific research and learning centers, and business campuses.

The Department of Health and Human Services is responsible for delivering the County's public health and human services to meet the needs of our community's most vulnerable children, adults, and seniors. The Department provides services through more than 120 programs at more than 20 locations. With over 2,000 employees, the Department of Health and Human Services is the largest County Department.

As a department, we believe the county's health and wellness can only be achieved by ensuring that every resident has fair opportunities to reach their fullest potential. This means access to quality housing, transportation, education, employment, health care, human services, safe neighborhoods, and healthy food. HHS provides critical services to residents facing a variety of obstacles to achieving their full potential. HHS plays an essential role in building a healthy and strong community.

WHO WE ARE LOOKING FOR

The Social Services program in Montgomery County is committed to providing exceptional service to our many diverse communities, residents, and businesses. The Social Service Office provides leadership oversight and serves as the appointing authority for both County and State Programs. An experienced Office Services Coordinator is needed to manage increasing constituent inquiries and logistics, arrange for facility needs, and serve as a liaison among the Director's office, the community, the County executive's office, state agencies, and the governor's constituent services offices. The position will serve as the first point of contact and provide direct office support to the Constituent Services and Social Services offices, handling general administrative functions, managing calendars and events, tracking documents, and following up on inquiries. The preferred candidate will prioritize, refer, respond to, and take appropriate action on documents submitted to the Constituent Services / Social Services Office for processing and tracking.

The position serves as a liaison for the Constituent Services Office / Social Services Office and the Director's office, community, County executive's office, state agencies, and Governor's constituent services offices.

As an Office Services Coordinator for the Constituent Services Office/Social Services Office and the Director's Office, you will:

• Provide direct office support to the constituent services office, social services office, manage calendars and events, track documents, and follow up with inquiries.
• Screen all incoming telephone calls, documents, and correspondence to the Social Services office.
• Intake and address constituent services inquiries and follow up with internal and external customers. This includes addressing constituent services, referrals, and collaboration with community stakeholders.
• Provide administrative support: routing MOUs, Grants, Contracts, formatting and editing memoranda, meeting coordination, etc.
• Provide coordination: serves as the first point of contact for the Constituent Services Office, Social Services office, staff, and other county employees, outside agencies, elected officials, and the public.
• Assist with fiscal duties, projects, and other office responsibilities such as ordering supplies, preparing mileage, mail handling, managing calendar, event planning, etc.
• Perform other office/administrative tasks, as needed.

Additional Information:

If selected for this position, you will be subject to a pre-employment Medical History Review and criminal history records check through the Maryland State Department of Public Safety and Correctional Services. An applicant who fails the medical history review or background check may be disqualified from employment for this position.

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.

Medical Protocol:

This position requires completion of a pre-employment Medical History Form to assess your ability to safely perform the essential duties of the role.

Background Investigation:

A criminal background (and credit history) check will be conducted on the selected candidate prior to appointment and will be a significant factor in the hiring decision.

The applications of those individuals meeting the minimum qualifications will be reviewed to determine the extent, relevance of training, and experience in the following areas:

• Are you proficient in using Microsoft Office Suite, such as Excel, Word, PowerPoint, and Outlook?
• Do you have experience working with a culturally diverse population and providing customer service?
• Do you possess a wide range of knowledge encompassing administrative processes of the county government, such as policies, rules, regulations, and procedures governing the initiation, preparation, and processing of administrative actions?
• Do you have strong oral and written communication skills?
• Do you have experience in Business management or a health and human services-related field?

Interview selection will be based on the following interview preference criteria:

• Experience in strong oral and written communication skills
• Experience in providing support to executive-level positions
• Proficient in the use of Microsoft office suit(Word, Excel, PowerPoint, Outlook) and other electronic automated system
• Experience working with a culturally diverse population and providing excellent customer service
• Administrative knowledge in managing, tracking, policies, rules, regulations, and procedures governing the initiation, preparation, and processing of administrative actions. Eg, MOUs, Contracts, Grants, and Memorandum