Office Specialist II

Job Description :

The Calvert County Government's Aging Services Division is seeking a dedicated and detail-oriented Office Specialist II to join our team. This is an opportunity to contribute to programs that support Calvert County's senior community.

This role provides essential administrative support and serves as a key liaison for both the Commission on Aging and the Friends of Calvert County Seniors. Key responsibilities include the ability to coordinate and schedule meetings, record and maintain monthly meeting minutes; manage the member roster, including appointments, resignations, and updates; track and process payments and assist with tax and grant applications through the Friends of Calvert County Seniors program; research grant opportunities, collaborate closely with the Division Chief on special projects and oversee general office management tasks and ensure efficient operations.

Work in this class is distinguished from the Office Specialist I level by either supervisory responsibility or the complexity of management support for a large unit overseeing a complex operation or engaged in a highly complex function or automated system where the consequence of error jeopardizes departmental resources. Work may entail oversight of a special program or policy revision coordination. The work involves serving as secretary to an administrative or management position, which may entail oversight for a specific County program(s) or board(s), but whose essential function is in support of department operations and acting as principal office assistant to the unit with responsibility for the provision of office support services to the unit and its staff; in addition, positions normally supervise the work of two or more lower level clerical staff in the unit. The work requires training and prior experience in office clerical work. May process payroll for a department. The work is performed under general supervision of an administrator for a unit or department.

Essential Job Functions

Supervises staff engaged in lower level office clerical work : assigns and reviews work, and takes actions to adjust work, staffing and operations to meet requirements; trains staff in new procedures. May participate in and initiate actions regarding hiring, transfer, promotion, payroll, leaves, performance and other personnel actions.

Oversees special programs which may include volunteers.

Serves as recording secretary.

May be responsible for preparing and submitting grant applications, including the compilation of required reports and statistics.

Requires specialized knowledge such as knowledge of zoning ordinance, legal or land use.

Coordinates and prepares budget for a division or unit; may do cost estimates for materials and supplies.

Coordinates multiple functions often of a technical or technology related nature in support of a large department or affecting overall County operations.

Maintains critical / confidential records and uses discretion in controlling access to and release of information.

Manages supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.

May make public appearances or provide education to the public at forums / institutions.

Files legal documents with various courts.

May initiate launch of website and subsequently maintain its contents.

Composes correspondence, memoranda and reports in response to recurring inquiries and as deems appropriate.

Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files, records, programs and compiles data for supervisor's review; prepares memos, notes and reports for supervisor.

Communicates throughout the County and 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.

Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.

Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data is accurate and acceptable for use; maintains databases and data files containing such data, manages information and generates reports.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office / department operations for the purpose of facilitating the use of services.

Researches files pertaining to inquiries, records, programs and compiles data for legal review.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Assists with overseeing discrepancies, conflicts or disputes with work performed by contractors.

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.

Attends meetings when appropriate to obtain information, relays details to supervisor for review and planning.

Receives, screens and routes mail; directs items to other staff or County offices as appropriate.

Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.

Maintains manual and / or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.

Produces a variety of word processed documents such as letters, memoranda, and reports; transcribes oral and / or machine dictation, or keyboards copy from drafts; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.

The following Essential Job Functions refer to Office Specialist II positions within specific Departments :

Manages programs such as civil process and grant oversight with concomitant staff training.

Coordinates policy revisions for large units such as a Detention Center.

Manages complex database systems and guides highway maintenance staff.

Prepares billing of the expenses to various departments within the County to include police, fire, and medic and dive team.

Assists with grant process by providing input, data, written information to ensure detailed records are maintained for project reporting.

Performs work of a legal nature in support of a legal office or function.

Other Duties

Performs related work as required.

Knowledge, Skills, and Abilities (These are pre-employment KSA that apply only to Essential Job Functions.)

Knowledge of

• Modern office procedures and practices including operation of office appliances such as calculators and computers.
• Secretarial and office management procedures and practices.
• Effective techniques of supervision.

Ability to

Required Qualifications (Note : Any acceptable combination of education, training and relevant experience that provides the above knowledge, abilities and skills may be substituted on a full-time year for year basis.)

Training and / or Education :

High School diploma or GED equivalent, including or supplemented by courses in office practices.

Experience :

Four years of progressively responsible general office clerical experience.

Licenses or Certificates :

None

Special Requirements :

A pre-employment and annual tuberculosis screening will be required if employed in a correctional facility.

Subject to background investigation if employed in the Sheriff's Office or Technology Services Department.

Physical Demands :

Operation of keyboard devices for sustained periods.

Lifting up to 25 lbs.

Unusual Demands :

Work is subject to frequent interruptions.

FLSA Status : Non-exempt

Compensation Steps :

Position closing date : March 24, 2025

Pay rate : $26.28 - $28.13 per hour; $47,830 - $51,197 annually

Grade 719, full-time position, 35 hours per week

Community Resources, Office on Aging

Calvert County Government offers a comprehensive benefits package designed to support employees' health, financial well-being, and work-life balance. Benefits include :

Please Note : A complete application is required to be considered for a position within Calvert County Government. All prior work experience, education, and other certifications should be entered into the application and supplemental questions should be answered completely. Attachments are not provided to hiring managers unless you are selected for an interview.

Accommodations will be made for individuals with disabilities upon reasonable notice. County application required.

Salary : $47,830 - $51,197