Records Supervisor; Management Assistant

This position announcement will be used to fill a full time, safety-sensitive Records Supervisor (Management Assistant I) vacancy at the Department of Detention Facilities with Anne Arundel County Government. This is professional administrative management work in areas such as budgeting, procurement, personnel, records management, contract administration, office automation, and general office management.

Contacts primarily include managers and employees both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services. An employee in this class, working under the general direction of a higher-level supervisor, is responsible for providing professional administrative duties in some combination of the following: record maintenance (e.g., fiscal control, personnel, statistical or case specific);

report preparation (including research and analysis as required); writing policies and procedures; budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning matters specific to the organization. An employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution.

Specific guidelines are available in the form of personnel and/or procurement regulations, administrative procedures and processes to be followed. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken. Depending upon the position's location in organization's structure, employee may have supervisory responsibilities.

An employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.(

Note:

The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.) Prepares and authorizes inmates departure and/or arrival to or from custody. Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings;

prepares and recommends solutions; drafts new and revised administrative policies and procedures. Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors. Reviews and drafts replies to correspondence. Organizes and maintains personnel, financial, statistical, purchasing and other agency records. Receives, investigates and, if possible, resolves complaints and inquiries from employees or the general public.

Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office. Provides orientation and assistance to new employees in the office to acquaint them with established practices and procedures. Prepares and monitors contracts to ensure they are written correctly; authorizes payments and ensures that terms of the contract are met. Acts as agency liaison with the Office of Personnel concerning various personnel issues.

Designs forms and office procedures to facilitate the accomplishment of work activities. Performs related duties as required.

Considerable knowledge of the principles and practices of public administration. Considerable knowledge of organization and office management. Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital project management. Knowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations. Ability to assume responsibility for special assignments and to perform them in accordance with minimal instructions.

Ability to develop policies and…