Office Coordinator

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 the HHS/Enviromental Health Services.  
 
A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in any Office or Department of Baltimore County General Government 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 can attach your transcript(s) or license(s) to your application.

Failure to submit proof of 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.

Under general supervision, performs comprehensive clerical and routine administrative duties to ensure the efficient operation of the Environmental Health Division of the Baltimore County Department of Health, including the processing and issuance of various licenses and permits. 

• Assists in the preparation of an agency’s budget by providing supporting documentation and/or financial and budgetary data and records.

• Prepares direct payments, purchase orders, and purchase requisitions and amendments. 

• Tracks agency expenditures. 

• Assists in the computation, collection, and disbursement of permitting and licensing fees and the preparation of correspondence and reports. 
• Implements standards for tracking applications and maintaining Division records. 
• Ensures detailed review, preparation, issuance, and enforcement of licenses for Food Service Facilities and various other permits and licenses required by the County. 
•  Oversees, facilitates, and coordinates service provider/vendor contracts. 
• Prepares correspondence to contractors regarding contract agreements. 
• Maintains complex filing and tracking systems for contracts.
• Prepares or assists in the preparation of personnel related documents and forms. 
• Completes Personnel Requisition Forms, entry, change, promotional, and termination tickets, and tracks and documents leave usage, including family and medical leave. 
•  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 databases to establish, retrieve, review, update, track, and revise office records. 
• Performs queries and compiles personnel, budgetary, and statistical reports.
• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and 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 permits and licenses laws, rules, regulations, policies, and procedures 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, printers, and payment terminals.

 
Examples of Other Duties

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

(NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.)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.)

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, Skills, and Abilities (Full Performance)

• 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. 
• Thorough knowledge of and skills interpreting County and related State permits and licenses laws, rules, regulations, policies, and procedures. 
• 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.

Proof of Licenses, Certifications and Education
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, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org)

Mail or deliver documents to:
ATTN: Office Coordinator
Office of Human Resources
Baltimore County Government
308 Allegheny Avenue
Towson, MD 21204

You can attach your transcript(s) or license(s) to your application.

EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.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 an appointment to a position in Baltimore County must successfully complete a physical examination and drug screen and an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.

Salary : $40,377 - $46,451