Records Supervisor (Management Assistant I)

Anne Arundel County Office of Personnel; Maryland; On-site; USD 55,000 - 85,000; Full time

Job summary

Anne Arundel County Office of Personnel seeks a Records Supervisor to manage administrative functions in a professional office setting. You will handle budgeting, procurement, personnel records, contract monitoring, and policy development.

The role requires strong organizational skills, independence, and the ability to liaise with internal and external stakeholders while applying regulations and procedures.

Qualifications

• Graduation from an accredited four-year college or university in public or business administration or related field.
• One year or more experience in office management or related area; substitution may apply for additional experience.
• Ability to analyze administrative problems, prepare reports, and draft policies and procedures.

Responsibilities

• Record maintenance including fiscal, personnel, and statistical records.
• Prepare budgets, monitor contracts, and ensure terms are met.
• Serve as liaison with personnel and other departments; supervise or lead as required.
• Develop and implement office procedures and forms to improve workflow.

Skills

Public administration

Office management

Budgeting

Procurement

Records management

Education

Bachelor's degree in public or business administration

Tools

Office automation

Job description

Position Description

This position announcement will be used to fill a full time, safety-sensitive Records Supervisor (Management Assistant I) vacancy at the Department of Detention Facilities with Anne Arundel County Government. This is professional administrative management work in areas such as budgeting, procurement, personnel, records management, contract administration, office automation, and general office management.

NATURE AND VARIETY OF WORK

Contacts primarily include managers and employees both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally cooperative in nature and require coordination on the part of the employee to maintain smooth provision of administrative services. An employee in this class, working under the general direction of a higher-level supervisor, is responsible for providing professional administrative duties in some combination of the following: record maintenance (e.g., fiscal control, personnel, statistical or case specific); report preparation (including research and analysis as required); writing policies and procedures; budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning matters specific to the organization. An employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution. Specific guidelines are available in the form of personnel and/or procurement regulations, administrative procedures and processes to be followed. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken. Depending upon the position's location in organization's structure, employee may have supervisory responsibilities. An employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.

Examples Of Duties And Knowledge, Skills And Abilities

• Prepares and authorizes inmates departure and/or arrival to or from custody.
• Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures.
• Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors.
• Reviews and drafts replies to correspondence.
• Organizes and maintains personnel, financial, statistical, purchasing and other agency records.
• Receives, investigates and, if possible, resolves complaints and inquiries from employees or the general public.
• Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office.
• Provides orientation and assistance to new employees in the office to acquaint them with established practices and procedures.
• Prepares and monitors contracts to ensure they are written correctly; authorizes payments and ensures that terms of the contract are met.
• Acts as agency liaison with the Office of Personnel concerning various personnel issues.
• Designs forms and office procedures to facilitate the accomplishment of work activities.
• Performs related duties as required.

Knowledge, Abilities, And Skills

• Considerable knowledge of the principles and practices of public administration.
• Considerable knowledge of organization and office management.
• Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital project management.
• Knowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations.
• Ability to assume responsibility for special assignments and to perform them in accordance with minimal instructions.
• Ability to develop policies and procedures.
• Ability to evaluate policies and procedures and to recommend improvements.
• Ability to establish and maintain effective working relationships with others.
• Ability to communicate effectively, orally and in writing.

Minimum Qualifications

EDUCATION: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field

EXPERIENCE: One (1) or more years of experience in office management or another specialty area related to the specific position.

NOTE: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field may be substituted on a year-for-year basis up to four (4) years for a total of five (5) or more years of experience in office management, correctional records management, or another specialty area related to the specific position.

NOTE: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States.

For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement.

PLEASE NOTE: - The selection process includes a comprehensive background investigation and medical evaluation. -This is a safety-sensitive position and employees in this position are subject to Controlled Dangerous Substance (CDS) and Alcohol testing.

Supplemental Qualifications

Preference will be given to applicants who possess the following:

• Six (6) or more months experience in a lead worker or supervisory position
• Experience working in a correctional facility, jail, or government agency
• Experience working in a Records Section or Department