What are the responsibilities and job description for the Administrative Assistant - Public Works, Bureau of Facilities position at Howard County?
Howard County:
Conveniently located in the heart of central Maryland between Baltimore and Washington, Howard County offers the charm of a historic past mixed with the excitement of a cosmopolitan community.
Howard County Government:
Howard County Government is a leader in innovation, best practices and sustainability. It is consistently ranked as one of the best places to live and work in the country. In 2024, Howard County Government received a record-breaking 63 Achievement Awards from the National Association of Counties (NACo) – the most awards in the state of Maryland, and the fifth highest in the nation, as compared to more than 3000 counties. NACo Achievement Awards are the premier national honor to recognize innovative and transformative programs that provide new services for county residents, improve existing programs, upgrade working conditions, and enhance citizen participation and public policy making.
What are we looking for?
We are looking for outstanding individuals to join our team and contribute to excellence in Howard County operations.
What you'll like most about working at Howard County Government:
- We are committed to workplace excellence in every area of County government.
- We have a highly talented, diverse, and inclusive workplace. Your input will not only be heard, but it will be encouraged!
- We offer competitive compensation and great benefits including medical, retirement, and wellness programs.
- As a member of the Howard County Government team, you'll be helping drive our culture and directly impact what makes us an amazing place to work.
POSITION SUMMARY:
This position is responsible for a diverse set of tasks which provide support across all divisions of the Bureau of Facilities. Assistance with grant management, contract management, research, dissemination of information, shopping cart creation and invoice payment processing..
Much of the work is performed independently but requires extensive contacts at all levels of the bureau. Communication with other County offices/agencies is frequent and with counterparts in other jurisdictions and vendors as well.
CLASS DESCRIPTION:
Performs senior technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves administrative, technical, and para-legal work providing staff assistance to various Boards; or administrative secretarial or constituent services work assisting the County Executive, the State’s Attorney, the Chief Judge of the Fifth Judicial Circuit, Chief of Staff, or the Chief Administrative Officer. Assumes responsibility for clerical procedures and office operations; maintains executive calendar and appointments. May supervise a support staff. Work at this level may include independent responsibility for a difficult and complex administrative or clerical process not requiring the attention of a professional or technical expert.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned.
- Works and cooperates with co-workers and supervisors at all levels
- Learns and performs all essential job functions accurately
- Assists in post grant award administrative tracking and reporting
- Work with the Office of Procurement to research contracting opportunities from other public entities
- Dissemination of service and commodity contract information to users
- Usage tracking, change order administration and renewals for all bureau administered service agreements and commodities contracts
- Assist with P-Card processing on an as needed basis
- Processing of technology related invoicing
- Dedicated shopping cart processing and invoice payment for specified capital projects related to deferred maintenance
SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.
PREFERRED EDUCATION, KNOWLEDGE, SKILLS AND ABILITIES:
- Expertise in Microsoft Office with emphasis on Excel
- Experienced with SAP or similar financial management software
- Experienced with Service Agreements and Commodity Contracts
- Ability to express ideas effectively, both orally and in writing
- Ability to establish and maintain effective working relationships with associates
- Ability to make mathematical and statistical computations rapidly and accurately
- Knowledge of Records Management and County retention procedures
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. Specific vision abilities required by this job include close vision, and distance vision.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
LANGUAGE SKILLS, MATHEMATICAL SKILLS AND REASONING ABILITY:
- Ability to develop, read, comprehend and follow complex instructions, correspondence, and memos.
- Ability to write sophisticated, complex correspondence.
- Ability to effectively present technically complex information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to analyze and solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
- Ability to provide and apply logic, common sense understanding, and instructions in written and oral directives.
- Ability to effectively, quickly, calmly resolve problems involving several complex variables in standardization and non-standardized situations.
MINIMUM REQUIRED EDUCATION/EXPERIENCE
Associates degree and four (4) years of related experience, or equivalent combination of education and experience.
CERTIFICATES, LICENSES AND REGISTRATIONS
Possession of a valid driver’s license
ADDITIONAL INFORMATION:
TO APPLY: You must complete an employment application online to be considered for this recruitment. Resumes cannot be substituted for completion of the job application work history. No paper applications will be accepted.
Selected candidates may be subject to drug screening, background screening, and reference checks.
At time of application, please submit a copy of any college degree, coursework, licenses, or certifications that you have referenced on your application. Applicants who have education obtained outside of the U.S. may need to provide proof of the equivalent U.S. education as determined by a foreign credential evaluation service, such as the National Association of Credential Evaluation Services (http://www.naces.org) or World Education Services: International Credential Evaluation (https://www.wes.org/).
Howard County Government is not sponsoring employees in application of the H-1B Visa or providing an extension of an existing H-1B Visa. All applicants must be legally authorized to work in the United States under the Immigration Reform and Control Act of 1986.
Howard County is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The County prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression or any other characteristic protected by federal, state or local laws. Applicants requiring accommodations during the hiring process should contact the Office of Human Resources directly at HiringPreference@howardcountymd.gov. Requests for accommodations should not be attached to the application.
