Office Assistant - Spanish​/Bilingual; Administrative Officer Non-Merit

Overview

Regular

Schedule:

34 hours per week

A Non-Merit vacancy exists in Clinical Services/Center Based Services, located at the Health Centers in the Department of Health and Human Services.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

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 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, performs word processing, typing, and other clerical duties in support of an office.

• Uses 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.
• Schedules medical appointments using an electronic medical record system and contacts clients to confirm attendance.
• Greets and directs clients and visitors at the Health Centers.
• Uses multi-line phones, arranges phone interpreter services for clients as needed.
• 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.
• 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.
• 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.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space.
• Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel related documents and forms.
• Prepares payroll and tracks leave usage.
• Operates office machinery, such as computers, photocopiers, telephones, scanners, and printers.

• Maintains simple financial and statistical records.
• Reconciles account balances.
• Orders and maintains office supplies.
• Prepares and processes purchase orders, direct payments, and invoices.
• Performs other related duties as required.

Notes
:
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

One year 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.

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.

Failure to…