Office Coordinator; Utilities

Job Title

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 include:

• Providing administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
• Coordinating a major function for a County agency or bureau.
• Assisting in the preparation of an agency's budget by providing supporting documentation and/or financial and budgetary data and records.
• Maintaining complex filing and tracking systems for contracts.
• Preparing or assisting in the preparation of personnel related documents and forms.
• Completing Personnel Requisition Forms, entry, change, promotional, and termination tickets, and tracking documents leave usage, including family and medical leave.
• Using automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.
• Determining appropriate letter or memo format, proofreading, and editing documents for grammar, punctuation, spelling, and preparing documents for distribution or mail.
• Creating and maintaining a variety of detailed office databases and logs. Accessing databases to establish, retrieve, review, update, track, and revise office records.
• Performing queries and compiling personnel, budgetary, and statistical reports.
• Establishing and maintaining confidential, alphabetical, chronological, or subject matter files and records.
• Reviewing and summarizing information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
• Receiving, investigating, and resolving inquiries, requests, and complaints.
• Explaining office policies, procedures, rules, and regulations to other employees and the public.
• Maintaining calendars, scheduling appointments and meetings.
• Preparing and typing, photocopy, and distributing meeting agendas and/or minutes.
• Operating office machinery, such as computers, photocopiers, calculators, telephones, scanners, and printers.

Examples of other duties include:

• Scheduling, attending, and taking 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.

Required qualifications include 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 required include possession of a valid driver's license equivalent to a non-commercial, class C Maryland driver's license.

Proof of education beyond high school to meet the minimum qualifications of the position is required. Proof of licenses, certifications, and education must be submitted with each application. 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 includes an evaluation of training and experience, as stated on the application.

The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities. 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.