Nature and Variety of Work

About the Position:
This is a highly responsible, senior level administrative support and assistance position in the Division of Enforcement. The incumbent fulfills varied administrative and personnel responsibilities and is further responsible for applying broad knowledge of the function of County Government. Work at his level is complex and consists of a variety of administrative support, personnel and office management functions. The incumbent must be knowledgeable of administrative procedures and exercise mature judgment in following through on work assignments.

Employees in specific positions are required by the Office of Ethics and Accountability (OEA) to file annually a confidential Financial Disclosure Statement (FDS) based on the responsibilities associated with his/her position. In addition, the agency Director has the discretion to identify an employee to file. Therefore, if you are notified that you must file a FDS, please comply within the required timeframe. Furthermore, if an employee has secondary employment, he/she must complete the required form and obtain approval from the Director or Designee. Refer to Administrative Procedure 152-Board of Ethics policy on Secondary Employment and ensure compliance with the procedure. This position description is subject to change at any time.

Work at this level involves handling highly sensitive and confidential issues and related activities. Under close supervision, the employee will perform work assignments in accordance with departmental policies, rules, and regulations. Work is evaluated by an administrative supervisor through conferences, reports, and evidence of the accomplishment of assigned tasks.

Examples of Work

What You'll Do:

• Maintains a thorough knowledge of modern office management principles and practices.
• Effectively serves as the Divisions office manager, ensuring that project deadlines are met by maintaining a suspense file or log, checking daily for projects due and informing all staff of upcoming deadlines.
• Coordinates a variety of office activities, special projects and functions.
• Provides administrative assistance to the Associate Director which includes responding to routine inquiries from other agencies and the general public and drafting responses to routine mail.
• Attends and participates in Division staff meetings on various staff related issues as appropriate.
• Generates, forwards and/or maintains office records to appropriate designation while keeping all personnel related issues confidential.
• Ensures that Division staff complies with all County and Departmental Administrative procedures by maintaining a current knowledge of procedures.
• Works closely and cooperatively with supervisors, co-workers and other agencies and tactfully recommends solutions to eliminate areas of conflict.
• Maintains an accurate appointment calendar or the Associate Director to ensure appointments are kept in a timely basis.
• Keeps Associate Director currently advised of all activities of a critical and quasicritical nature.
• Keeps abreast of developments, new legislative policies within the Division, County and State Government in order to handle routine inquires made to the Division office and to enable professional, intelligent and accurate communication.
• Develops, modifies and oversees office procedures and forms to ensure accuracy and efficiency
• Manages highly sensitive and confidential material for the Division.
• Utilizing the Electronic Timesheet System, manages all timesheets and checks for proper hours, codes, overtime reports, signatures and leave requests.
• Maintains and updates all the Division's personnel job descriptions and performance evaluations or administrative personnel.
• Tracks and maintains all Division's current and vacant positions.
• Utilizing NEOGOV, screens and reviews qualified applications and resumes.
• Initiates and prepares documentation for the interviewing and hiring process.
• Maintains and updates the Division's organizational chart.
• Processes injury on the job paperwork.
• Works closely with agency personnel on various assignments and regularly communicates with HR staff regarding personnel matters.
• Utilizing the SAP System, enters all requisitions to obtain blanket purchase orders for clean lot and purchase orders for demolition projects.
• Processes all invoice payments, monitors and tracks purchase order funding and spending and maintains an accurate record of paid invoices, utilizing the SAP System.
• Utilizing he SAP System, Reconciles and reports all checks and money orders received by the Division to the Office of Finance.
• Ensures that the Division's procurement requests are charged to the correct account and fund numbers and ensures funds are available.
• Prepares a variety of routine letters, documents and memoranda for the Associate Director's signature in a clean, concise manner using prescribed Division Department format.
• Maintains thorough knowledge of the latest word processing equipment and software to expedite processing of correspondence.
• Is responsible for typing highly sensitive and confidential material and disseminating information to appropriate executive and/or administrative personnel.
• Disseminates correspondence in need of response to appropriate Section Head and staff members through the Divisions suspense system. Retrieves responses and delivers to the Associate Director.
• Independently assigns due dates to correspondence required by the Associate Director.
• Screens incoming calls to the Associate Director. Evaluates telephone calls to determine the nature and proper points of referral for Division resolution.
• Perform other related duties and assignments that may not be specifically listed in this position description but within the general, occupational category and responsibility level associated with this class of work.

Qualifications

What You'll Need:

• 
  Associates degree in Business Administration or a closely related field; or nine (9) months of experience in the Administrative Aide III level; plus,
• Two (2) year of diverse/technical clerical and administrative experience involving public contact using standard secretarial practices and procedures, systems, and equipment, which includes:
  • Knowledge of Microsoft Office applications, such as Word, Excel, PowerPoint, Outlook Teams, SAP, etc.;
  • Experience composing and preparing routine correspondence;
  • Experience performing basic mathematical skills:
  • Experience maintaining calendars; and,
  • Experience processing and interpreting data.

An equivalent combination of education and experience will be considered. EACH APPLICANT MUST INCLUDE INFORMATION THAT DEMONSTRATES THE ABOVE QUALIFICATIONS FOR THIS POSITION.

Additional Information

CONDITIONS OF EMPLOYMENT

• Must pass a thorough background investigation.
• Must possess and maintain a valid driver's license.
• Must pass a pre-employment drug screening.

PREFERRED QUALIFICATIONS

• Advanced experience with Microsoft 365 Office applications, including proven strength in the use of spreadsheets, database, and presentation applications, including Microsoft Excel, Word, Outlook and PowerPoint, and One Drive and SharePoint.

LOCATION: 9400 Peppercorn Place, 6th Floor, Largo, Maryland 20774

EXAMINATION INSTRUCTIONS:

Applicants who meet minimum qualifications must pass an administered Administrative Aide exam. Applicants who have previously taken the exam on or after 2/1/2023, and passed, will not be required to re-test; instead, previously test scores will be used to receive the passing disposition.

CONDITIONS OF EMPLOYMENT: Upon selection the candidate:

1. Must successfully pass a thorough background investigation.
2. Must pass a pre-employment drug screening.

DURATION OF ELIGIBILITY: Candidates will be selected from a temporary register of eligible candidates, which will become effective approximately four (4) weeks after the closing date. Once a selection has been made, the register will expire.

ELIGIBILITY TO WORK : Under the Immigration Reform and Control Act of 1986, an employer is required to hire only U.S. citizens and lawfully authorized alien workers. Applicants who are selected for employment will be required to show and verify authorization to work in the United States.

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S., only after an offer has been accepted and the Form I-9 is completed. For information on E-Verify, or if you believe the County has violated its E-Verify responsibilities, please contact the Department of Homeland Security (DHS) at 888-897-7781 or visit their website at dhs.gov/e-verify.

Internal Applicants: If you are a current Prince George's County Government employee and seeking a promotion, in accordance with Section 16-200 of the Personnel Law, you have the right to appeal a not qualified rating within five (5) working days of receiving a rejection notice. Union employees should refer to their respective collective bargaining agreement and/or union representative for their grievance procedure.

ONLY ONLINE APPLICATIONS WILL BE ACCEPTED.