Office Coordinator; Utilities

Position: Office Coordinator (Utilities)
Location: Nottingham

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week

A vacancy exists in the Department of Public Works and Transportation, Bureau of Utilities.

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. 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.

Youmustattach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.

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

Examples of Duties

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.

* Coordinates a major function for a County agency or bureau.

* Assists in the preparation of an agency's budget by providing supporting documentation and/or financial and budgetary data and records.

* Maintains complex filing and tracking systems for contracts.

* Prepares or assists in the preparation of personnel related documents and forms.

* Completes Personnel

Requisition Forms, entry, change, promotional, and termination tickets, and tracks documents leave usage, including family and medical leave.

* 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, spelling, and prepares documents for distribution or mail.

* Creates and maintains a variety of detailed office databases and logs. Accesses databases to establish, retrieve, review, update, track, and revise office records.

* Performs queries and compiles personnel, budgetary, and statistical reports.

* Establishes and maintains confidential, alphabetical, chronological, or subject matter files and 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 computers, photocopiers, calculators, telephones, scanners, and printers.

Examples of Other Duties

* Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.

* May take verbatim notes.

* May supervise or coordinate the work of subordinate clerical staff.

* Logs inquiries and complaints into tracking systems such as spreadsheets, Cityworks.

* 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 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.

Licenses and Certificates

Possession of a valid driver's license equivalent to a non-commercial, class C Maryland driver's license is required at the time of appointment.

Proof of Licenses, Certifications and Education

Applicants are required to submit proof of education beyond high school to meet the minimum 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…