Office Coordinator - Fire Department

Full Job Description

This job announcement may close at any time anytime with little or no notice. Applicants are advised to apply promptly.

Pay Schedule VI, Grade 21, Regular Schedule: 35 hours per week

Vacancies exist in the Fire Department- Volunteer Office.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring within 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 experience 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 license(s)/certification(s) to your application. Unofficial copies 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.

Requirements

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.

Essential Functions

Assists in the preparation of the agency’s budget by providing supporting documentation and budgetary data and records.

Oversees, facilitates and coordinates vendor contracts.Prepares and process invoicing through Workday system. SIR’s, PO’s, requisitions and expense reports.

Tracking financial expenses for the fiscal year for multiple divisions within the agency.

To include: encumbering/disencumbering appropriate funding, payment of invoices, and working with OBF- buyers for updating and renewal of contracts and vendors.

Tracking and submission to cashier’s office all deposits to include revenue donations, radio replacements for Volunteers Division.Mail distributionCreates and maintains a variety of detailed office databases and logs.

Accesses databases to establish, retrieve, review, update, track, and revise office records.Performs queries and compiles personnel, budgetary, and statistical reports.Posts charges and other financial data to general and special ledgers, calculates charges, percentages of charges, and interest, prepares a variety of entries, and maintains suspense logs to control workflow.Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.

Coordinates a financial function for a County agency or bureau.Receives, investigates, and resolves inquiries, requests, and complaints.

Explains office policies, procedures, rules and regulations to other employees and the public.Examples of Other DutiesAssists in the preparation of County legislation.Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.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.)Knowledge, Skills and AbilitiesKnowledge of Baltimore County financial policies and procedures.Knowledge of Fire Department standard operating procedures and policiesAbility 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, Skills, and Abilities (Full Performance)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.

Qualifications Required QualificationsPossession of a high school diploma or an appropriate equivalent,plusTwo 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.)Proof of Licenses, Certifications and EducationApplicants 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.Proof of Degree EquivalencyApplicants 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)Mail or deliver documents to:ATTN: Fire Department Office Coordinator/Jessica Hall HR Analyst IIOffice of Human ResourcesBaltimore County Government308 Allegheny Ave.Towson, MD 21204Mail Stop #62410-887-8517 (Phone)jehall@baltimorecountymd.gov (Scan/Email) You can attach your transcript(s) or license(s) to your application.EXAMINATION PROCEDUREApplicants 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.

Additional Information Physical and Environmental ConditionsThe work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.Medical Examination and Employment Background InvestigationApplicants selected for an appointment to a position in Baltimore County must successfully complete a physical examination and drug screen and an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.