Office Coordinator; Utilities

Job Title

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.

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.

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 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 outside the United States of America are required to submit degree equivalency documentation from World Education Services, Inc. ((Use the "Apply for this Job" box below).). 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.

Physical and Environmental Conditions The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities. Employment Background Investigation Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.