Administrative Specialist I

Description

The Maryland-National Capital Park and Planning Commission is an award-winning organization with over 5,000 employees that administers over 52,000 acres of stream valley parks, large regional parks, neighborhood parks and park-school recreation areas throughout Montgomery and Prince George's Counties. Prince George's County is also responsible for developing and delivering the County's public recreation programs. The Department of Parks and Recreation, Prince George’s County, is seeking an Administrative Specialist I.

The Arts and Cultural Heritage Division coordinates and manages four arts facilities; five historic rental properties; the Prince George’s Equestrian Center at The Show Place Arena; community arts services; youth and teen arts services; art exhibitions; visual and public art for Commission and Department facilities; and other programs serving County arts organizations, artists, and residents. Programs include art camps; visual and performing arts classes and events; teen art initiatives; art exhibitions; performances in music, dance, and theatre for all ages; touring performances for school children; a community park summer music series and festival, Shakespeare in the Parks; artist studios; rental facilities for arts and non-arts organizations; artist residencies; and rental of historic sites for social functions. The Division staff coordinates various cultural heritage events including Hispanic Heritage Month and, Black History Month programs and poster internships; Asian Pacific Heritage Month programs and receptions; the Celebrate Africa festival; etc.

The Administrative Specialist I position will be located at Walker Drive in Greenbelt, Maryland. Our ideal candidate will have financial management experience, and be a hardworking self-starter with strong administrative, communication and organizational skills. This individual must be an energetic teammate with extensive efficiency, technical skills and the ability to perform at a high level. Analytical work is performed for the division, e.g. financial management (budgeting, accounting, analysis), purchasing and contracting. Responsibilities consist of selecting and applying guidelines to perform work within a functional area. Incumbents are tasked with reviewing and identifying the need for updating or adding new procedures/processes.

Examples of Important Duties

• Assists with operations to include human resources, procurement, accounts payable, training, travel, and programming support.
• Manages the workflow and tracks recruitment documents; serves as the primary point of contact for division recruitment processes; works with Recruiter to keep recruitment processes moving forward.
• Onboards new employees to the Division and participates in orientation sessions to explain unit organization, policies, and procedures.
• Manages and oversees multiple divisional contracts and project charges, including initiating, routing, and processing payments, ensuring that all purchasing procedures are followed.
• Assists with preparing formal bid solicitations, reviews bids, and recommends awards. Manages process of requisitions, process purchase orders <$10,000, check requests, contracts, RFQ accounts payable and accounts receivable. Obtains price quotes and selects products and suppliers.
• Works with Corporate Procurement and Legal teams to prepare, track and ensure compliance. Maintains connection with Central Purchasing regarding vendors, products, and procedures.
• Serves as the main POC for all training and travel within the Division. Coordinates training, travel, and meeting arrangements, travel advances and the timely submission of all expense reports, etc.
• Compiles and analyzes accounting records and other data to determine the financial resources required to implement a program. Identifies trends, forecast costs, or calculate costs for budget.
• Requests and compiles information related to requests for annual MRPA, NRPA, NACPRO and other organizations for speaker presentations, award nominations, etc.
• Stays informed of developments in functional areas of assignments, and of changes in guidelines applying to the areas of work focus; builds one’s knowledge and skills in the domain(s) of assignment and in related fields.
• Communicates and interacts effectively with business contacts. Establishes and maintains working relationships, with internal and external contacts. Actively listens to understand needs and concerns of stakeholders, and coordinates to obtain desired results.
• Contributes and works in coordination with the Division Chief, Assistant Division Chief, and a management team of various Coordinators related to training, programming, and operational activity, and growth.
• Maintains confidentiality of data including legally protected personal information, proprietary, and pre-decisional, information not subject to public information disclosure, sensitive programmatic data, and other sensitive data.

Working Characteristics:

• Strong oral and written communication skills
• Strong computer and MS Office software skills and the ability to learn other Commission resources Excellent organizational skills

Minimum Qualifications

1. Bachelor's Degree in Human Resource Management, Finance, Business or any related field.
2. One (1) year of experience in human resource management, finance or any other related area of business administration.
3. An equivalent combination of education and experience may be substituted, which together total 5 years.

Supplemental Information

Classification Specification Administrative Specialist I

May be subject to drug and alcohol testing.

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.