Office Coordinator (HHS/Finance and Administration)

This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.

Pay Schedule VI, Grade 21, Regular Schedule: 35 hours per week

A vacancy exists in Department of Health and Human Services, HHS Finance and Administration Operations.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in this class may be filled from the list of eligible applicants.

All interested transfer and promotional 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 must attach your transcript(s)/degree(s) and professional license(s)/certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of professional 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.

Examples of Duties

Job Purpose
Under general supervision, performs comprehensive clerical and routine administrative duties to ensure the efficient operation of an office or coordinates a major function within a County agency or bureau.

Essential Job Duties

• Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
• Prepares direct payments, purchase orders, and purchase requisitions and amendments.
• Reconcile invoices for payment.
• Prepares or assists in the preparation of personnel related documents and forms.
• Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.
• Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
• Creates and maintains a variety of detailed office databases and logs.
• Accesses electronic records to establish, retrieve, review, update, track, and revise office records.
• Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Explains office policies, procedures, rules and regulations to other employees and the public.
• Maintains calendars, schedules appointments and meetings.
• Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
• Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

• Schedules, attends, and takes notes and minutes for meetings.
• May take verbatim notes.
• Purchases office supplies.
• May supervise or coordinate the work of subordinate clerical staff.
• Performs other related duties as required.

Qualifications

Required Qualifications
Possession of a high school diploma or an appropriate equivalent;
Plus
Two 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.

Preferred Qualifications
Supervisory Experience
Experience with Workday
Experience with OIT’s Request Processing System
Experience with Property Management’s MaintStar System
Experience with NexTraq Vehicle Management

Knowledge, Skills, and Abilities (Entry Level)

• Knowledge of modern office practices and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties.
• Skill in the use of word processing software.
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems.
• Ability to interpret, explain, and follow County and departmental rules and regulations.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to coordinate, assign, and review the work of others.
• Ability to type from plain copy at a rate equivalent to 40 WPM.

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Thorough knowledge of word processing, database management, and spreadsheet software packages.
• Knowledge of administrative support functions, such as personnel, budget, and purchasing.
• Knowledge of process and approval procedures for contract agreements.
• Skill in operation of automated office systems and word processing, database management, and spreadsheet software packages.
• Skill in composing letters, memos, and reports.
• Skill in interpreting rules, regulations, policies, and procedures.
• Skill in coordinating, assigning, and reviewing the work of others.
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to investigate and resolve problems.

Conditions of Employment

Physical and Environmental Conditions
The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Medical Examination and Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.

Employment Benefits for Full-Time, Merit or Classified Employees

Baltimore County General Government offers the following benefits to full-time,merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise.

Equal Opportunity Employer
Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.

Smoke free workplace
All Baltimore County offices are smoke free.

Drug free workplace
Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.

Salary

Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance
General Increases - Cost of living increases and adjustments may be granted as legislated.
Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County.

Employee Assistance Program
Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.

Health Insurance
Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include:

Medical, Prescription, Dental and Vision insurance.

Flexible Spending Accounts
Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.

Life Insurance
Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.

Retirement
Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions.

Paid Leave
Paid benefits listed below vary depending upon the Classification.

Sick Leave
Vacation Leave
Personal Leave
Holidays
Bereavement Leave
Jury Leave
Military Leave

Baltimore County Employees Federal Credit Union
Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.

Direct Deposit
Payroll through direct deposit to the financial institution selected by employee is required.

Educational Assistance
70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.

Deferred Compensation
Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.

Disclaimer
This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.