What are the responsibilities and job description for the Management Assistant II position at Anne Arundel County?
This position will serve a key role within the program, managing various financial aspects of the Bureau in order to maintain operational efficiency within the Finance Group.
This is professional administrative management work in areas such as budgeting, procurement, personnel, records management, payroll, contract administration, office automation, and general office management.
NATURE AND VARIETY OF WORK
Contacts primarily include managers and employees, personnel and vendors, both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action.
Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services.
The Management Assistant II (MA II) will be a responsible for day to day oversight of operational Financial duties within the Bureau. These include, but are not limited to, Purchase Order generation, Capital and Operating Invoice management, Procurement Card management, Payroll administration, Personnel
Management and other duties as required.
Additionally, an employee in this class, working under the general direction of Senior Management Assistant, is responsible for providing professional administrative duties in some combination of the following: record maintenance; assistance with budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning matters specific to the organization.
An employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution.
The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken. This position will provide instruction and guidance to the Management Aide position to ensure proper management of invoice processing.
An employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.
Examples of Duties and Knowledge, Skills and Abilities
(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class).
Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures.
Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors.
Reviews and drafts replies to correspondence to internal and external customers. Maintains professional relationships with internal customers and vendors in order to facilitate proper administration of contracts and there subsequent invoices.
Organizes and maintains personnel, financial, statistical, purchasing and other agency records.
Maintains and/or monitors the status of operating and capital invoices, direct payments, purchase orders, blanket orders, expense reimbursement, fixed assets, and inventory via JD Edwards and e-Builder.
Tracks reports, expenditures, encumbrances and monitors fund balances. Timekeeper: process and approve the Bureau’s payroll bi-weekly via ADP/e-Time. Manage requests for leave, FMLA and other employee benefits.
Provide suggestions and feedback to Supervisor regarding expenditure trends and funding deficiencies.
Reviews work of supervised office support staff with processing invoices and financial records.
Performs data entry and utilizes a variety of office automation equipment and applicable software applications to originate/prepare records, documents, notices, reports, tables, and correspondence.
Proofread the memorandums and performs administrative tasks to facilitate the operation to include database applications, reviewing documentation for accuracy/completeness and preparing correspondence.
Answers inquiries from the public and businesses relative to program-related regulations and procedures as well as requests for service.
Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office.
Prepares and monitors contracts to ensure they are written correctly; authorizes payments and ensures that terms of the contract are met.
Acts as agency liaison with the Office of Personnel concerning various personnel issues, specifically any Payroll concerns.
Maintains detailed tracking to monitor invoicing and expenditures. Works with Project Managers to ensure payment of invoices occurs on time.
Performs related duties as assigned by the Senior Management Assistant.
Preference will be given to candidates who possess the following:
1. ) One (1) year of experience managing budget and financial records via EnterpriseOne.
2. ) One (1) year of experience processing capital project design/construction invoices, purchase order, change order via e-Builder.
3.) One (1) year of experience with payroll administration via ADP e-Time.
4. ) One (1) year of experience with maintaining accounting spreadsheets via Google drive.
Salary : $67,111 - $126,678
