What are the responsibilities and job description for the Management Assistant II position at Center for Digital Governmtent?
Position Description
This posting will be used to fill a Full Time, Permanent, Management Assistant II position in the Bureau of Engineering in the Department of Public Works.
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
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.
Minimum Qualifications
Graduation from an accredited four-year college or university with major course work in public or business administration or a related field; and two (2) or more years of experience in office management or another specialty area related to the specific position.
Supplemental Qualifications
Preference will be given to candidates who possess the following:
The supplemental questions are a very important first step in our screening process. Therefore, you are required to accurately and completely respond to each question by providing the information asked in each question. Your responses will be used to initially determine your qualifications and eligibility for this position. DO NOT INDICATE "SEE RESUME" IN RESPONSE TO THE SUPPLEMENTAL QUESTIONS. Your response and lack of detail and explanation in the supplemental questions and in your application may result in failure or disqualification for this position. THIS MEANS YOU WILL BE INELIGIBLE FOR FURTHER CONSIDERATION IN THIS RECRUITMENT PROCESS. Please check "yes" to show that you have read and understand this statement.
Did you graduate from an accredited four-year college or university with major course work in public or business administration or a related field; and one (1) or more years of experience in office management or another specialty area related to the specific position?
Please list your degree type and major coursework completed.
04
Do you two (2) or more years of experience in office management or another specialty area related to the specific position?
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
07
Do you have one (1) year of experience managing budget and financial records via EnterpriseOne.
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
09
Do you have one (1) year of experience processing capital project design/construction invoices, purchase order, change order via e-Builder?
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
11
Do you have one (1) year of experience with payroll administration via ADP e-Time.
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
13
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
14
Do you have one (1) year of experience with maintaining accounting spreadsheets via Google drive?
Did a county employee refer you? If yes, indicate their name, department and badge/id number. If you weren't referred by an Employee indicate N/A.
This posting will be used to fill a Full Time, Permanent, Management Assistant II position in the Bureau of Engineering in the Department of Public Works.
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
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.
Minimum Qualifications
Graduation from an accredited four-year college or university with major course work in public or business administration or a related field; and two (2) or more years of experience in office management or another specialty area related to the specific position.
Supplemental Qualifications
Preference will be given to candidates who possess the following:
- ) One (1) year of experience managing budget and financial records via EnterpriseOne.
- ) One (1) year of experience processing capital project design/construction invoices, purchase order, change order via e-Builder.
- One (1) year of experience with payroll administration via ADP e-Time.
- ) One (1) year of experience with maintaining accounting spreadsheets via Google drive.
- Medical/Health Insurance Plans
- Open Access Aetna Select HMO-EPO
- Aetna Open Choice PPO
- Dental Insurance
- CIGNA Dental PPO (Buy-Up)
- CIGNA Dental PPO (CORE)
- CIGNA Dental HMO (DHMO)
- Vision Insurance
- EyeMed
- Employee Life Insurance
- Term insurance of up to 2 times salary ($100,000 maximum) for employees at no cost.
- Ability to purchase Supplemental & Dependent Life Insurance
- Disability Income Insurance
- Pension Plan
- Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
- Deferred Compensation Section 457 Plan
- Direct Deposit
- Credit Union
- Holidays
- Twelve days provided per year, thirteen in general election year
- Annual Leave
- Less than 3 years - 13 days
- 3 to less than 15 years - 20 days
- 15 years or more - 26 days
- Disability Leave
- Accrual at a rate of 15 days a year
- Personal Leave Day, 5 per calendar year
- Leave Sharing
- Employee Assistance Program
- Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
- Flexible Spending Accounts
- Dependent Care Reimbursement
- Health Care Reimbursement
- Voluntary Benefits
- Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction
- Universal Life Insurance with Long Term Care Rider
- United Legal Benefits
The supplemental questions are a very important first step in our screening process. Therefore, you are required to accurately and completely respond to each question by providing the information asked in each question. Your responses will be used to initially determine your qualifications and eligibility for this position. DO NOT INDICATE "SEE RESUME" IN RESPONSE TO THE SUPPLEMENTAL QUESTIONS. Your response and lack of detail and explanation in the supplemental questions and in your application may result in failure or disqualification for this position. THIS MEANS YOU WILL BE INELIGIBLE FOR FURTHER CONSIDERATION IN THIS RECRUITMENT PROCESS. Please check "yes" to show that you have read and understand this statement.
- Yes
- No
Did you graduate from an accredited four-year college or university with major course work in public or business administration or a related field; and one (1) or more years of experience in office management or another specialty area related to the specific position?
- Yes
- No
Please list your degree type and major coursework completed.
04
- Note: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States. For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement. Have you attached the appropriate documentation to verify your education?
- Yes
- No
Do you two (2) or more years of experience in office management or another specialty area related to the specific position?
- Yes
- No
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
07
Do you have one (1) year of experience managing budget and financial records via EnterpriseOne.
- Yes
- No
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
09
Do you have one (1) year of experience processing capital project design/construction invoices, purchase order, change order via e-Builder?
- Yes
- No
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
11
Do you have one (1) year of experience with payroll administration via ADP e-Time.
- Yes
- No
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
13
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
14
Do you have one (1) year of experience with maintaining accounting spreadsheets via Google drive?
- Yes
- No
Did a county employee refer you? If yes, indicate their name, department and badge/id number. If you weren't referred by an Employee indicate N/A.
- Required Question
Salary : $100,000
