Office Assistant; Utilities

Position: Office Assistant (Utilities)

This announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

Pay Schedule I, Grade 19, Regular

Schedule:

35 hours per week

A vacancy exists in the Department of Public Works, Bureau of Utilities. A list of eligible applicants will be established based on the examination as outlined below. Current and future vacancies occurring in this class may be filled from the list of eligible applicants.

Job Purpose

Under general supervision, performs comprehensive office administration and clerical duties in support of an office.

Essential

Job Duties

• Uses automated office systems, such as word processing equipment or a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares document for distribution or mail.
• Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential alphabetical, chronological, or subject matter files and records.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determines release of information according to established procedures and confidentiality. Initiates the process of purging and updating files.
• Opens, date stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence and/or written complaints to the time of completion.
• Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors. Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow‑up as necessary.
• Operates office machinery, such as computers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

Examples of Other Duties

Assists in the preparation of County legislation. Maintains simple financial and statistical records. Reconciles account balances. Maintains office supplies. Prepares and processes purchase orders, direct payments, and invoices. May take verbatim notes or minutes. May lead and instruct others. Performs other related duties as required.

Qualifications

Possession of a high school diploma or an appropriate equivalent. One (1) year of typing, word processing, or secretarial experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education. Additional education may be substituted on a year-for-year basis for the required experience.

Knowledge, Skills, and Abilities (Entry Level)

• Knowledge of modern office methods and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties.
• Skill in the use of word processing software.
• Skill in using Workday.
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to compose simple letters and memos.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems, databases and spreadsheets.
• Ability to follow County and departmental rules and regulations.
• Ability to respond appropriately to inquiries from the public.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to type from plain copy at a rate equivalent to 40 words per minute.

Proof of Licenses, Certifications, and Education

Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable. Proof of licenses, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency

Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.

WES.org).

Mail Or Deliver Documents To

ATTN:
Office Assistant (Utilities)
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

Examination…