Office Coordinator (HHS/Finance and Administration)

Full Job Description

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

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

A vacancy exists in Department of Health and Human Services, HHS Finance and Administration Operations.

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

Current and future vacancies occurring in 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 experiences 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 professional license(s)/certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of professional Licenses, Certifications and Education will result in your application not being considered. Proof of professional licenses, certifications, and/or education must be submitted with each application.

Requirements

Job Purpose
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 Job Duties

Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.Prepares direct payments, purchase orders, and purchase requisitions and amendments.

Reconcile invoices for payment.Prepares or assists in the preparation of personnel related documents and forms.Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.

Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.Creates and maintains a variety of detailed office databases and logs.Accesses electronic records to establish, retrieve, review, update, track, and revise office records.

Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.Receives, investigates, and resolves inquiries, requests, and complaints.

Explains office policies, procedures, rules and regulations to other employees and the public.Maintains calendars, schedules appointments and meetings.

Prepares and types, photocopies, and distributes meeting agendas and/or minutes.Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.Examples of Other DutiesSchedules, attends, and takes notes and minutes for meetings.

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.

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.Preferred QualificationsSupervisory ExperienceExperience with WorkdayExperience with OIT’s Request Processing SystemExperience with Property Management’s MaintStar SystemExperience with NexTraq Vehicle ManagementKnowledge, Skills, and Abilities (Entry Level)Knowledge of modern office practices and procedures, including filing systems.

Knowledge of spelling, grammar, and arithmetic.

Knowledge of word processing, database management, and spreadsheet software packages.Skill in the operation of office machines as listed in essential duties.

Skill in the use of word processing software.Ability 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.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: Office Coordinator-HHS-F&AOffice of Human ResourcesBaltimore County Government308 Allegheny AvenueTowson, MD 21204You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application.

Unofficial copies are acceptable.

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 employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.