Assistant to the Chief of Property Acquisition

Summary

The hiring salary for this position is $63,663.80 annually.

Telework eligibility is determined by county policy and the approval of the hiring department.

Charles County Government is seeking an experienced Assistant to the Chief of Property Acquisition to perform administrative/office management work in support of division operations. This position will assist Chief with operational functions and act as the principal office associate to the division. Assistant will provide work direction to other administrative staff in the division as needed. This position will serve as a liaison for the division with internal and external customers ensuring efficient daily operations.

Overall goals are set and the worker determines the specific tasks and assignments to be performed, independently handling new, unusual problems and deviations encountered in the work.

* This position may be in different departments and thus specific job duties, tasks or special projects may vary based on the division’s needs within each department.

• Assists and works directly with the division Chief on planning and coordinating the work programs and daily operations within the division including asset management, vehicle management, website design (including layout and maintenance) and monitoring division email accounts.
• Manages division Chief's schedule; sets appointments, meetings, prepare and/or coordinates set up for audio/visual needs.
• Keeps supervisor and unit staff informed of relevant matters; initiates inquiries to other County departments/divisions and external organizations to obtain information as needed.
• Monitors Commissioner Meeting agendas for items related to the division. Set appointments for required staff, ensure all necessary supporting material and documents are supplied to required employees. Assists in preparation of documentation to be provided to the Clerk.
• Researches and completes special projects as assigned by the Chief and serves as the lead on many of these projects.
• Advises and assists employees within the division of county and department policies and procedures as well as any pertinent information that employees may need to be successful and ensures division employees are successful in completing their job duties in an efficient and effective manner. Ensures compliance with such policies/procedures.
• Assists the Chief in the overall fiscal management of the division. Including making recommendations in the budget preparation process for the division, credit card and contractor reconciliation and payments.
• Maintains liaison with other government agencies, professionals and contractors as needed and requested by the Chief.
• Coordinates the preparation of contract documents and related paperwork. Works with program managers to ensure contract requirements are met and invoiced within the scope of work and specifications.
• Monitors and processes budget/fiscal transactions for division operating budgets including requisitions/purchase orders, check requests and invoices for payment.
• Processes leave/payroll for division staff; assist with personnel matters for new hires, resigning employees and FMLA leave. May serve as division timekeeper.
• Communicates with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.
• Receives and assists visitors to the office and answers substantive questions regarding office/division operations for the purpose of facilitating the use of services.
• Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.
• Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
• Maintains electronic project, financial, accounting, personnel and other administrative and management files, logs and records for the division; ensures confidentiality of files, logs and records and uses discretion in controlling access to and release of information.
• Composes a variety of correspondence such as letters, memoranda, and reports; proofs and edits typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections; ensures adherence to established style guides and formats.
• Enter work requests for building maintenance issues and IT Work Requests.
• Performs other related job duties as assigned based on the specific division’s needs.

Education and Experience: Associates degree in Business Administration or another related field. Four (4) years of responsible administrative support experience, or an equivalent combination of education, experience and…