Summary

Essential Job Functions

• Assists Director and Deputy Director with planning and coordinating the work programs involved in the management of the department. Works with the division chiefs in regards to daily operations, projects, and programs.
• Manages all fiscal operations for the department including: monitoring department budgets, taking or recommending appropriate actions on budget activity, analyzing trends, preparing budget amendments, transfer requests, budget corrections, journal entries, tracking purchase requests, and creating records and reports.
• Manages and coordinates the preparation of the departmental budget.
• Assists with audit requirements and participates in audit monitoring.
• Researches special projects assigned by the Director, including but not limited to, collecting and analyzing information from internal or external sources, researching informational databases/files/records and compiling accurate data for analysis, reporting requirements, assisting in recommendation development or compliance reasons.
• Serves as Personnel Coordinator and lead timekeeper for the department.
• Manages the operation and maintenance of the department's central file system and electronic filing efforts.
• Assist with IT technical support as needed.
• Trains professional and clerical staff on computer and software updates.
• Works with managers to plan and coordinate programs involved in the management of the department. Advises division chiefs regarding policies and practices.
• Monitors Capital Improvement Projects.
• Maintains liaison with other government agencies, community groups and citizens.
• Prepares and approves departmental presentations, reports, projects, activities and correspondence.
• Manages the department’s records retention policies and manages all aspects of controlling and monitoring the department’s assets.
• Assists with coordinating information for responses to requests from the Citizen Response Office.
• Ensures the maintenance of correspondence, operating records, and files, and the preparation and submission of related reports.
• Produces a variety of documents such as letters, memoranda, and reports, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.
• Schedules appointments, set up meetings, make room reservations and any other set up arrangements as needed. Inputs scheduled appointments into email calendar and confirms appointments with internal and external agencies and departments.
• Performs other related job duties as assigned.

Qualifications, Knowledge, Skills, and Abilities

Bachelor's degree in Business Administration, Accounting, or related field. Three (3) years supervisory/management experience and four years administrative or accounting experience, or an equivalent combination of education, experience and training.

Licenses or Certifications:

Must possess a valid driver's license.

Special Requirements/Qualifications:

Knowledge, Skills and Abilities:

• Knowledge of the principles, concepts, and practices of administrative management and governmental accounting.
• Knowledge of fiscal and budget program and administrative support procedures.
• Knowledge of effective techniques of supervision.
• Knowledge of modern office procedures.
• Skill in the operation of PC based office software products and hardware.
• Ability to perform administrative analysis and develop sound recommendations regarding fiscal management and related administrative function.
• Ability to complete work within designated deadlines and time constraints.
• Ability to work in a fast-paced office with multiple interruptions.
• Ability to provide training, troubleshooting, and technical support services for various software applications.
• Ability to examine accounts and transactions, identify errors, and correct errors.
• Ability to compile data and prepare reports.
• Ability to provide financial program administration assistance
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships with others encountered in the work.
• Administer and manage department budgets and supervise staff.
• Ability to maintain confidential information.

Additional Information

PHYSICAL DEMANDS

WORK ENVIRONMENT

Department/Division: Planning and Growth Management/Administration

Pay Grade: 115

FLSA Status: Exempt

Telework Eligible: Yes

Reports to: Director, Planning and Growth Management

Supervises: None

• Begin employment by accruing 8 hours a month (sliding scale based on hours worked)

• Accrue 7.5 hours a month (sliding scale based on hours worked)

• May receive credit for up to 400 hours of accrued, but unpaid, sick leave from previous employer when they begin employment

• Employees working 1950 hours per year recieve 30 hours of PTO
• Employees working 2080 hours per year recieve 36 hours of PTO
• Employees working 2184 hours per year recieve 36 hours of PTO

• Up to 6 weeks of paid leave after birth/adoption of child

• Blue Choice Advantage, Prescription & Vision
• Blue Choice HMO Open Access, Prescription & Vision
• CareFirst Dental
• Delta Dental

• In order to be eligible for the pension plan, you must work at least 37.5 hours a week.

• County Pension Plan – Non-Public Safety, Mandatory Participation 4% employee contribution
• County Pension Plan – Public Safety, Mandatory Participation 8% employee contribution
• Sheriff's Office Retirement Plan – Communications, Mandatory Participation 7% employee contribution
• Sheriff's Office Retirement Plan – Sworn, Mandatory Participation 8% employee contribution
• Sheriff's Office Retirement Plan – Corrections, Mandatory Participation 7% employee contribution

• Available to all employees, regardless of hours worked.

• Mass Mutual
• MetLife
• Nationwide Retirement Solutions

• No charge to employee (Valued at 1.5x the employee's annual salary, not to exceed $250,000)

• Supplemental insurance available for additional cost
• Dependent life insurance available for additional cost

• Benefit pays 60% of salary at date of disability up to $5,000/month

• Medical and Dependent Care

• Accident Policy and Critical Illness Policy

• A prepaid Legal Resource benefit

• Located at the Community Services building (8190 Port Tobacco Road, Port Tobacco, MD 20677)