Office Administrator (Public Works/Utilities)

Pay Schedule VI, Grade 23, Regular Schedule: 35 hours per week

A vacancy exists in the Department of Public Works, Bureau of Utilities, Administration Division.

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.

List all promotions and changes in job duties due to reclassification as separate work experiences on your application. You 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) or license(s) to your application.

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.

Examples of Duties

Under general supervision, serves as an administrative aide for County departments or assists management by providing direct administrative support in areas such as personnel and budget administration, purchasing, and other office functions.

• Serves as an administrative aide, gathering and interpreting information relative to issues requiring management action.
• Responds and handles constituent inquiries.
• Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies.
• Plans, organizes, manages, and/or supervises the administrative and clerical support staff.
• Develops or assists in the development of a limited to moderate size budget.
• Collects budget information and compares figures from previous year to project future cost.
• Processes and approves purchase orders.
• Receives and verifies bills.
• Monitors expenses made against budget accounts.
• Balances and reconciles records.
• Prepares a variety of budgetary and legislative documents.
• Prepares and processes personnel related documents and forms.
• Completes Personnel Requisition Forms, entry, change, and termination tickets, and tracks and documents leave usage, including family and medical leave.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require management signature.
• Analyzes records requiring the interpretation and application of guidelines and procedures.
• Maintains calendar for management.
• Makes travel arrangements and secures itineraries.
• Receives, screens, and prioritizes the handling of telephone calls and correspondence.
• Coordinates special ceremonies and functions.
• Uses automated office systems, such as word processing equipment, or a computer to generate a variety of documents, including memos, letters, reports, lists, tables, and graphs.
• Sets standard format for office documents. Develops forms needed to complete office work processes.
• Creates and maintains complex electronic and manual filing systems.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions. Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons. Follows up on assignments and decisions made at meetings.
• Operates office machinery such as, microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

• May take verbatim notes.
• Performs other related duties as required.

Qualifications

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

Plus

Three 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 Education
Applicants 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 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 Administrator (Public Works/Utilities)
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

You must attach your transcript(s) or license(s) to your application.

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.

Conditions of Employment

Physical and Environmental Conditions
The work of this position is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

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.

Employment Benefits for Full-Time, Merit or Classified Employees

Baltimore County General Government offers the following benefits to full-time,merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise.

Equal Opportunity Employer
Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.

Smoke free workplace
All Baltimore County offices are smoke free.

Drug free workplace
Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.

Salary

Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance
General Increases - Cost of living increases and adjustments may be granted as legislated.
Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County.

Employee Assistance Program
Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.

Health Insurance
Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include:

Medical, Prescription, Dental and Vision insurance.

Flexible Spending Accounts
Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.

Life Insurance
Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.

Retirement
Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions.

Paid Leave
Paid benefits listed below vary depending upon the Classification.

Sick Leave
Vacation Leave
Personal Leave
Holidays
Bereavement Leave
Jury Leave
Military Leave

Baltimore County Employees Federal Credit Union
Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.

Direct Deposit
Payroll through direct deposit to the financial institution selected by employee is required.

Educational Assistance
70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.

Deferred Compensation
Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.

Disclaimer
This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.