Office Administrator (Specialist Officer I

Office Administrator

The Office Administrator will serve as the Agency's first point of contact for all phone, email and in-person inquires. The Office Administrator will provide administrative support to the DEWD's senior management staff as well as administrative and project support within the Economic Development, Workforce Development, Tourism/Cultural Arts and Agriculture divisions.

• Serves as an administrative aide, gathering and interpreting information relative to issues requiring management action. Responds and handles constituent inquiries. Receives and opens the daily mail and distributes it to staff. Monitors departmental email boxes and distributes emails as necessary.
• Coordinates, schedules, and attends meetings, conferences, and hearings, which many 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.
• 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. Develops forms needed to complete office work processes. Creates and maintains complex electronic and manual filing systems.
• Provides assistance as necessary to book conference/meeting spaces
• Requests Work Orders on-line from Baltimore County Property Management
• Orders all office supplies for staff. Manages commonly used supplies (paper, toner, pens, etc.) to insure nothing runs out. Receives and distributes supplies when they are delivered. Orders and maintains up to date agency business cards for all DEWD staff.
• Updates Departmental shared phone listing and staff phone numbers, distributes to DEWD staff and posts to BCNet.
• Prepares orders for Central Printing as requested from the American Job Centers and Central Office.
• Operates office machinery such as, microcomputers, photocopiers, fax machines, calculators, telephones, scanners and printers.
• Other duties as assigned.

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 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 management, and spreadsheet software packages.
• Skill in the use of automated office systems and word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties.
• Skill in performance of mathematical computations.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to interpret, explain, and follow County and departmental rules and regulations.
• Ability to assist in developing budgets and monitoring expenditures.
• Ability to prepare documents relating to personnel, budget, and purchasing.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to communicate effectively.
• Ability to coordinate, assign, and review the work of others.
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to type from plain copy at a rate equivalent at WPM.

Knowledge of County and departmental rules, regulations, policies, and procedures. Thorough knowledge of word processing, database management, and spreadsheet software packages. Skill in supervision or oversight of support functions and staff. Skill in resolving administrative problems and complaints. Skill in the composition and production of documents related to personnel, budget, and purchasing. Skill in extracting and summarizing information, and in preparing correspondence and reports.

Ability to investigate and resolve inquiries and complaints for an agency. Ability to coordinate the administrative support of boards and commissions. Ability to effectively transmit management decisions to staff and other interested parties. Ability to keep management informed of issues requiring their attention.

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 submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses,…