Recreation and Parks Administrative Services - Office Assistant - Non-Merit

Full Job Description

A Non-Merit vacancy exists in the Department of Recreation and Parks for an Administrative Services Office Assistant.

Regular Schedule: 34 hours per week, Non-Merit. Plus, County benefits. This position is not eligible for telework.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

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

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 this 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 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 word processing, typing, and other clerical duties in support of an office of the Department of Recreation and Parks (BCRP).

Examples of Essential Duties

• Greets and directs clients and visitors.
• Responds to inquiries of a routine nature regarding county, BCRP, or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow-up.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space.
• Types, photocopies, and distributes meeting agendas or minutes.
• Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
• Opens, date stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence or written complaints to the time of completion.
• Ensures office responses are completed promptly.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential alphabetical, chronological, or subject matter files and records.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• 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 prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format; proofreads and edits documents for grammar, punctuation, and spelling; and prepares the document for distribution or mail.
• Originates procedural correspondence, such as form letters and routine notices, to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and logs.

Examples of Other Duties

• Performs queries and compiles routine reports from various data sources.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Initiates the process of purging and updating files.
• Prepares or assists in the preparation of personnel-related documents and forms.
• Orders and maintains office supplies.
• 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

Education and Experience
Possession of a high school diploma or its equivalent;
Plus
One year of typing, word processing, or secretarial experience.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Additional education related to secretarial/word processing may be substituted on a year-for-year basis for the required experience.

Preferred Experience
At least one (1) year of experience in a position that requires significant time spent creating and/or transcribing documents using word processing software and extensive telephone and in-person customer service interaction.

Knowledge, Skills and Abilities

• Knowledge of modern office methods and procedures, including filing systems.

• Knowledge of spelling, grammar, and arithmetic.

• Knowledge of word processing, database management, and spreadsheet software packages.

• Skill in operating office machines, as listed in the examples of essential duties.

• Skill in using word processing and spreadsheet software.

• Skill in responding to inquiries and handling routine complaints.

• Ability to communicate effectively orally and in writing.

• Ability to compose simple letters and memos.

• Ability to extract and summarize information.

• Ability to prepare simple correspondence and reports.

• Ability to perform basic mathematical computations.

• Ability to use automated office systems, database management, and spreadsheet software packages.

• Ability to set up and maintain paper and electronic filing systems, databases, and spreadsheets.

• Ability to interpret, explain, and follow county and BCRP rules and regulations.

• Ability to respond appropriately to inquiries from the public.

• Ability to establish and maintain effective working relationships.

• Ability to type from plain copy at a rate equivalent to 40 WPM.

Knowledge, Skills and Abilities (Full Performance)

• Knowledge of county and BCRP rules, regulations, policies, and procedures.

• Thorough knowledge of word processing, database management, and spreadsheet software packages.

• Skill in operating automated office systems and word processing, database management, and spreadsheet software packages.

• Skill in composing simple letters, memos, and reports.

• Skill in interpreting rules, regulations, policies, and procedures.

• Ability to work independently.

• Ability to lead and instruct others.

• Ability to complete tasks according to established deadlines, schedules, and guidelines.

Proof of Licenses, Certifications and Education
Applicants are required to submit proof of professional licenses, certifications, and education to meet the position's required and preferred qualifications. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts 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.

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 Assistant - Non-Merit - Rec and Parks
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

You must attach your transcript(s)/degree(s) and professional license(s)/certification(s) to your application. Unofficial copies are acceptable.

EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience as stated in their application, including their responses to the supplemental questions. Applicants must clearly and completely state the dates and duties of their past and present experience for evaluation purposes.

Additional Information

Physical and Environmental Conditions

• This position is not eligible for telework.
• Positions may require working fixed shifts (Monday-Friday) or rotating shifts, which may include at least two weeknights and may include weekends or holidays, when necessary.
• The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.
• Positions are located in recreation community offices in parks or campuses and may be an isolated, secluded, and/or solitary work environment.

Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to, criminal background, education, and fingerprinting checks.