Office Administrator - Office of Budget and Finance

Pay Schedule VI, Grade 23, Regular

Schedule:

35 hours per week

A vacancy exists in the Office of Budget and Finance

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.

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 experiences on your application. Applicants 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 can 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.

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.

(

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.)

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.)

Knowledge, Skills, and Abilities (Entry Level): Knowledge of modern office practices and procedures, including filing systems. Knowledge of administrative support functions, such as personnel, budget, and purchasing. Knowledge of spelling, grammar, and arithmetic. Knowledge of word processing, database…