What are the responsibilities and job description for the Administrative Assistant IV position at Prince George's County, MD Government?
Nature and Variety of Work
Prince George’s County Government provides a dynamic and inclusive workplace where employees can thrive, learn, and grow across its 30 diverse agencies, all dedicated to serving the County's residents with essential resources and services. Nestled just minutes away from Washington, DC, Prince George's County combines urban vibrancy with serene surroundings, offering an ideal setting to live, work, and enjoy life.
We are Prince George’s Proud!
The Prince George’s County Department of Corrections is currently seeking qualified applicants to fill an Administrative Assistant 4/IV position, grade G27, within its Director's Office. This position works onsite at a correctional facility in Upper Marlboro, MD.
About the Position:
This position represents the highest level of professional, administrative, and supervisory staff work, with primary responsibility for managing the most complex administrative assignments. The incumbent in this role will provide high-level, non-routine administrative assistance to the Director.
The incumbent may exercise supervisory duties and responsibilities over a section or division as needed or depending on a particular assignment. It is essential for the individual occupying this position to be effective and efficient while demonstrating a high-level of professionalism when executing the duties and responsibilities associated with the position. The individual must be able to work independently and demonstrate a comprehensive understanding of the department's office practices, policies, and procedures. Moreover, the incumbent must maintain a broad and current awareness of the organization, including its policies, procedures, and other mandates pertinent to operational and administrative requirements. Work is performed autonomously under the general supervision of the Director. Performance will be evaluated and based on the accuracy and timely completion of projects and assignments. The ideal candidate will possess exceptional written and verbal communication skills, proficiency in office technology and software, and relevant experience in a role similar to that of an Administrative Assistant IV or in a related field. Additionally, the incumbent must ensure the confidentiality of all documents, discussions, and information.
About the Agency
Examples of Work
Maintains a comprehensive understanding of the administrative requirements associated with correctional institutions and the relevant regulations and procedures established by the County.
Exhibits a thorough awareness of departmental functions and the roles played by other County agencies, enabling the effective direction of inquiries to the appropriate individuals.
Monitors and retains knowledge of all projects overseen by the Director and manages requests for information from Deputies and Division Chiefs.
Establishes and nurtures collaborative relationships with personnel from other agencies and with additional County departments to ensure optimal operational efficiency.
Receives reports, compiles data, and prepares information for the Director's review.
Coordinates projects and ensures receipt of information in timely fashion.
Demonstrates the capacity to convey thoughts, ideas, concepts, and factual information clearly and effectively through written and verbal communication.
Upholds the confidentiality of assignments and the matters being addressed within the Director’s Office.
Provides administrative support to ensure efficient office operations.
Maintains physical and digital filing systems.
Answers phone calls, directs callers to appropriate personnel, schedules appointments, and assists visitors.
Manages calendars for the senior staff.
Drafts and edits letters, reports, and other documents.
Proofreads and reviews all documents for proper formatting, accuracy, spelling, and grammar.
Inputs and updates information in databases and spreadsheets.
Prepares meeting agendas and take meeting minutes.
Coordinates logistics for meetings, including reserving the space and room setup.
Uses word processing and presentation software to create and edit documents.
Operates and maintains office equipment, including printers, copiers, and fax machines.
Researches, compiles, and summarizes information for reports or presentations.
Works closely with other administrative staff and support other colleagues as needed.
Works with sensitive information with discretion to maintain confidentiality and security.
Ensures that deadlines are met and adapts to changing priorities.
Presents a positive and professional image for the organization.
Serves as agency liaison to internal and external county partners.
Qualifications
- Graduation from college with major course work in liberal arts, one of the social sciences, or public or business administration
- Three (3) years of progressively responsible experience in government or business.
- At least one (1) year of this experience should have involved supervision and supervisory responsibilities of a high-level administrative staff.
Please note there is no equivalency for the required supervisory experience noted above.
Preferred Qualifications:
- Possess and maintain a valid driver's license.
Proven experience performing administrative duties and tasks.
Excellent written and verbal communication skills.
Experience using Microsoft Office Suite/Microsoft 365 – Word, Excel, Outlook, and PowerPoint
Experience using video conferencing platforms- Microsoft Teams, Zoom, Google Meet, etc.
Experience using Adobe Acrobat Pro and Adobe Sign.
Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette.
Additional Information
Conditions of Employment: Upon selection, the candidate must:
- Be willing to work onsite in a Correctional Facility.
- Pass a thorough background investigation.
- Pass a drug screen, TB test, and be willing to submit to random drug screening.
- Possess and maintain a valid driver's license.
- Meet all training and performance standards and demonstrate proficiency as required by the agency.
- Wear and use agency protective apparel and equipment in the performance of their assigned duties, if applicable.
- Successfully pass preemployment checks which may include reference checks, background investigations, and drug screenings, where applicable.
- Be willing and able to serve as an essential employee. Essential employees are expected to report during standard or non-standard hours as operations necessitate, or during emergencies. Essential employees are expected to report or remain at work when other County employees are granted Administrative Leave.
ONLY ONLINE APPLICATIONS WILL BE ACCEPTED
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S., only after an offer has been accepted and the Form I-9 is completed. For information on E-Verify, or if you believe the County has violated its E-Verify responsibilities, please contact the Department of Homeland Security (DHS) at 888-897-7781 or visit their website at dhs.gov/E-Verify.
INTERNAL APPLICANTS: If you are a current Prince George's County Government employee and seeking a promotion, in accordance with Section 16-200 of the Personnel Law, you have the right to appeal a rejection rating within five (5) working days of receiving a rejection notice. Union employees should refer to their respective collective bargaining agreement and/or union representative for their grievance procedure.
General Plan Information:
New employees must enroll in the County’s health benefit plans within thirty (30) days of the hire date.
Prince George’s County is proud to offer employees an attractive and comprehensive benefits program, including the following:
- Medical/Prescription/Dental/Vision Insurance Coverage (part time employees are eligible for medical insurance if they work 15 hours, per week)
- Group Term Life Insurance
- Long & Short-Term Disability
- Flexible Spending Accounts
- Dependent Care Assistance Program
- Health Care Flexible Spending Account
- Paid Leave (Annual, Personal, & Sick)
- 13 Paid Holidays
- Retirement Benefits
- Defined Benefit Pension Plan
- Employer Contribution Rate-11.71%
- Supplemental Pension Plan
- Employee Contribution Rate (Pre-Tax)-3.48%
- 457(b)
- 403(b)
- Defined Benefit Pension Plan
- Employee Discounts
- Employee Assistance Program
- Voluntary Benefits
- Critical Illness
- Whole Life Insurance
- Accident Insurance
- Legal Services
For additional details, please visit: https://www.princegeorgescountymd.gov/departments-offices/human-resources-management/employees/benefits
