Operations Administrative Assistant II

Metcom; California (MD); On-site; USD 40,000 - 60,000; Full time

Job summary

A leading utilities commission is seeking an Operations Administrative Assistant to support various departments including Maintenance and Engineering. The position involves coordinating administrative activities, managing databases, and assisting senior leadership with operational tasks. Ideal candidates will have strong communication skills and relevant experience, as well as the ability to thrive in a dynamic environment.

Benefits

Group Health/Vision/Dental Coverage

Life and Accidental Death & Dismemberment Insurance

Long Term Disability Insurance

State Retirement and Pension Plan

Tuition Assistance Program

Qualifications

• Ability to understand and follow oral and written direction.
• Ability to gain working knowledge of department policies and procedures.
• Ability to communicate effectively and maintain accurate records.

Responsibilities

• Direct and coordinate all administrative support activities within the Operations department.
• Perform lead role in the Commission's Computerized Maintenance Management System.
• Assist with public announcements and analyze departmental processes.

Skills

Communication

Multitasking

Database Management

Leadership

Education

Associate's degree or High School Diploma

Job description

6 days ago Be among the first 25 applicants

Description

Provides a variety of administrative support to the Metropolitan Commission's Operations and Maintenance Department, including maintenance, engineering, treatment, and construction. Position reports to the Chief of Facilities and Operations.

Description

Provides a variety of administrative support to the Metropolitan Commission's Operations and Maintenance Department, including maintenance, engineering, treatment, and construction. Position reports to the Chief of Facilities and Operations.

Examples of Duties

• Responsible for directing and coordinating all administrative support activities within the Operations department to ensure that administrative staff, departmental equipment, supplies, and resources are used in an effective and efficient manner.
• Performs a lead role in the Commission's Computerized Maintenance Management System; by training staff, editing templates and databases, updating various matrices to track and monitor various work repair and rehabilitation work.
• Maintains database files and uses queries for tracking and reporting information needed to maintain department efficiency.
• Assists the Operations Department with a variety of public announcements, such as sanitary sewer overflow announcements and water distribution service interruption announcements.
• Analyzes administrative departmental processes and recommends and implements procedural changes or new procedures to improve administrative operations and more effectively utilize department resources.
• Sets up databases and creates various schedules for stand -by coverage, regulatory water sample collection, training, etc.
• Answers phones; screens calls; takes and relays messages; dispatches staff and responds to customer requests
• May supervise administrative support staff and leads staff directly by providing leadership, guidance, and supervision to ensure quality performance in an efficient and productive manner.
• Provides coaching, training, mentoring and assists with determining future department needs.
• Responsible for Operations Department's data input into the Maintenance Management software to track all aspects of the preventive and corrective maintenance programs.
• Supports the Operations Leadership team by directly supporting the Chief of Facilities and Operations, various Superintendents and various other supervisors with projects by preparing letters, documents, and meeting minutes; generates reports; tracks all necessary documents.
• Communicate quickly and effectively to provide direct administrative support to senior leadership in Operations, Engineering and Administrative Departments.
• Acts as the departmental liaison with Metcom employees and public on various administrative and research assignments.
• Serves as a liaison for authoritative advice used in decision making and input for problem solving.
• Stocks, tracks usage and receives all parts, supplies and consumables for the entire Commission
• Maintains filing systems for the four divisions within the department.
• Creates after hours schedule and performs after-hours phone standby as scheduled.
• Assists with the organization and planning of special departmental events.
• Performs other duties as assigned.
  
  

Typical Qualifications

• Ability to understand and follow oral and written direction.
• Ability to gain working knowledge of St. Mary's County Metropolitan Commission policies and procedures
• Ability to act as a representative of St. Mary's County Metropolitan Commission to the public
• Expert knowledge of department practices and procedures
• Ability to read and comprehend relevant documents associated with department operations
• Ability to effectively communicate with other staff members
• Ability to prepare and maintain accurate records
• Ability to prioritize and multitask
• Ability to operate multiple phone lines
• Ability to operate relevant computer systems, including hardware and software, and simple office machines.
  
  

Required Qualifications (Note: Any acceptable combination of education, training and relevant experience that provides the above knowledge, abilities and skills may be substituted on a full-time year for year basis.):

Training And/or Education

Associate's degree or High School Diploma or equivalent and four or more years of job-related experience

Experience

Or equivalent technical training, education, and/or experience

Special Requirements

Notary or obtain within first 6 months.

Supplemental Information

Physical Demands

Work requires light physical effort in the handling of light materials in non-strenuous work positions up to 30 pounds and/or continual standing or walking of 60% of the time. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting or training rooms, residences, or commercial vehicles e.g. use of safe work place practices with office equipment, and/or avoidance of trips and falls, and observance of fire regulations and traffic signals.

• Group Health/Vision/Dental Coverage: Medical insurance (including prescription and vision) is a POS plan or HMO Open Access Plan offered by CareFirst BlueCross BlueShield. Dental insurance is a Traditional Plan or a PPO plan also offered byCareFirst BlueCross BlueShield. Coverage takes affect the first of the month following the date of employment. MetCom pays 85% of the premium.
• Life and Accidental Death & Dismemberment Insurance:
  
  

MetCom provides an amount equal to one (1) times gross annual salary. The employee has the option to purchase from one (1) to five (5) more times their annual salary. Coverage takes affect the first of the month following the date of employment. Optional Life and AD&D insurance may also be purchased for the spouse and/or children.

• Long Term Disability Insurance:
  
  

MetCom provides long term disability coverage, which pays 66 2/3% of monthly pay after 180 days of disability status. The employee has the option to purchase short term disability insurance which pays 60% of monthly pay after 30 days of disability status. Coverage takes affect the first of the month following the date of employment.

• COBRA:
  
  

The employee and dependents have the right under the Consolidated Omnibus Budget Reconciliation Act (COBRA) to continue their insurance benefits after an occurrence of an event which would otherwise cause them to lose coverage. The employee and dependents are required to notify the Company within 60 days of a qualifying event. Some examples of a qualifying event are:termination of employment or reduction in hours, divorce or legal separation, dependent definition limitation (attainment of the maximum age of eligibility or marriage), or the employee's death. Details are provided at the time of indoctrination.

• State Retirement and Pension Plan:
  
  

MetCom contributes a percentage, mandated by the State each year, of the employee's gross salary. The employee contributes a mandatory 7% of gross salary, effective the first day of employment.

• Optional Programs:
  
  

The employee has the option to participate in the following pre-tax plans:

• 457 (B)
• AFLAC
• Flexible Spending Account (FSA)
  
  

Metcom does not make any contribution to these plans.

• Annual Leave:
  
  

1 – 5 year 10.5 days/year

6 – 10 year 15 days/year

11 – 20 year 21 days/year

20 years or more 25.5 days/year

• Sick Leave:
  
  

15 days/year. Can be taken for children, spouse, parents, and parents-in- law as well.

• Administrative Leave:
  
  

Jury Duty; subpoena appearance (when employee is not the defendant); up to three (3) days for injuries or illnesses alleged by the employee to have been caused or suffered during employment.

• Bereavement Leave:
  
  

Up to three (3) days due to the death of the employee's or employee's spouse's family: spouse, children, parents, brothers, sisters, and grandparents. Up to one (1) day due to the death of one of the following members of an employee's or employee's spouse's family: niece, nephew, aunt, uncle.

• Holidays:
  
  

15 per year.

• Paid leave for:
  
  

Volunteer Fire Department and Rescue Squad calls.

• Employee Assistance Program.
  
  

Assistance for employees who are experiencing personal or job related problems.

• Tuition Assistance Program.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Utilities

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Administrative Assistant II/Receptionist

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