Office Coordinator - Police Department

Full Job Description

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

Vacancies exist in the Police Department.

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

Current and future vacancies occurring in any Office or Department of Baltimore County General Government 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 proof of license(s), certification(s), and education to your application. Unofficial copies are accepted.

Failure to submit proof of License(s), Certification(s) and Education will result in your application not being considered. Proof of license(s), certification(s), and 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 coordinate a major function within a County agency or bureau.

• 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.
• Reconciles 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.
• Provides administrative support to command-level decision-making in a law enforcement environment.
• Accesses law-enforcement specific databases to establish, retrieve, review, update, track, and revise Police operations specific reports and summaries (Evidence.com, Warrant Database, Premier One).

Examples of Other Duties

• Schedules, 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 the job classification. They may not include all of the essential job functions of each position. Each position may not be required to perform all of the essential job functions listed above.)

Qualifications

Required Qualifications
Possession of a high school diploma or an appropriate equivalent.

Plus

Two 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 Qualifications

• Experience with Workday.
• Proficiency in using law enforcement specific databases.
• Experience working in a Public Safety environment.
• Supervisory experience.

Knowledge, 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 License(s), Certification(s) and Education
Applicants are required to submit proof of license(s), certification(s) 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 License(s), Certification(s) and Education will result in your application not being considered. Proof of license(s), certification(s), and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants 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 - Police Department
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204
Or e-mail to: jmaschal@baltimorecountymd.gov

You MUST attach proof of license(s), certification(s), and education to your application. Unofficial copies are accepted.

EXAMINATION PROCEDURE
Applicants 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 Conditions
The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Medical Examination and Employment Background Investigation
Applicants 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.