Office Services Coordinator, Grade 16

About The Position

Salary range: $57,596.00 - $79,253.00 based on qualifications and experience.

The Department of Environmental Protection (DEP) is a nationally recognized and award‑winning agency with the mission to enhance the quality of life in our community by protecting and improving Montgomery County's air, water, and land while fostering smart growth and a thriving, sustainable economy.

The Department of Environmental Protection is seeking a dynamic and experienced Office Services Coordinator to provide comprehensive support in the areas of facility and space management, office administration, procurement, fleet coordination, and financial processes. This role ensures efficient day‑to‑day administrative operations by coordinating onboarding and offboarding logistics, maintaining office and safety supplies, processing employee timecards, and keeping staff updated with building safety standards.

The position tracks departmental vehicle usage, facilitates clothing orders and equipment distribution, and supports accounts payable functions, including travel reimbursement and invoice processing.

• Knowledge of office administration principles, practices, and procedures.
• Knowledge of onboarding and offboarding processes, including coordination of IT, facilities, and HR elements.
• Understanding of office space planning.
• Familiarity with fleet management practices, including scheduling, maintenance tracking, and vehicle policy compliance.
• Knowledge of purchasing procedures and inventory control for supplies, equipment, and clothing/PPE.
• Skill in processing travel reimbursements and expenses using systems like iExpense.
• Basic understanding of accounts payable / accounts receivable procedures and financial recordkeeping.
• Skill in drafting, updating, and maintaining policies, procedures, and internal guidelines.
• Ability to maintain multiple and complicated records and databases and to generate / prepare accurate reports.

• Strong organizational skills.
• Attention to detail and ability to review documents for accuracy, completeness, and policy compliance.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to work independently and as part of a team in a fast‑paced office environment.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Ability to interact effectively with internal staff, leadership, external vendors, and other stakeholders.
• Ability to resolve office administrative problems quickly and efficiently as they arise.
• Ability to work independently on multiple and varied administrative tasks.

• Serve as a liaison between the department and McTime for all time‑card matters.
• Ensure employee time entries are accurate, complete, and submitted on time; verify use of special codes such as FMLA, sick‑leave bank, LWOP, parental leave, holidays, etc.
• Train new hire managers in using the time‑keeping system.
• Coordinate and track department vehicle usage, including maintenance tracking, scheduling, and ensuring proper documentation.
• Maintain vehicle usage logs and enforce fleet policy compliance.
• Log, track, and disseminate accident and citation notices.
• Assist staff with submitting local and non‑local travel expense reports through iExpense; review submissions for accuracy, including verifying mileage rates, travel dates, supporting documentation, and policy compliance.
• Process invoices, payer, vendor setup, and expense tracking.
• Facilitate purchase, inventory, and distribution of office supplies, logoed clothing, work boots, and required personal protective equipment.
• Coordinate onboarding logistics for new hires, interns, contractors, and temporary hires, including workspace allocation, badge access, parking passes, and name plates.
• Assist with planning and logistics for departmental events, training, and initiatives.
• Provide administrative support and track related communications.
• Support managers with administrative tasks, including scheduling, meeting, and interview coordination, and communications.
• Shared front desk coverage…