Administrative Aide 3A

Prince George's County Government•Largo MD, MD

1d•Onsite

About The Position

This is a highly responsible, advanced secretarial/administrative position designed to relieve the CDBG Program Manager of administrative details. The incumbent is responsible for coordinating and managing office activities. The incumbent is required to apply a working knowledge of the programs under the supervisor’s control to solve procedural and management problems. Work at this level and at higher levels in this class series also involves handling highly sensitive and confidential labor relations and related activities. Incumbents in this class work independently under the general supervision of an administrative supervisor. Work is performed in close contact with the Office of the County Executive, County Council, Office of Law, and other legal, public, and private agencies. The incumbent is open and friendly, well-liked by all customers, both internal and external. The incumbent adopts an excellent approach to service to earn and maintain trust, satisfaction, and cooperation in the role. Work performance is evaluated based on accuracy and the timely completion of projects and assignments. The incumbent will be required to work evenings and weekends.

Requirements

Must have experience in the Administrative Aide II level equal to the length of the probationary period of 9 months.
Associates degree in Business Administration or Secretarial Science.
One (1) year of secretarial/administrative experience which involved working with the public, office management and operational details.
Any equivalent combination of relevant training, education and experience may also be considered.
Pass an administered Administrative Aide exam.
Applicants who have previously taken the exam on or after 8/1/2024, and passed, will not be required to re-test; instead, previous test scores will be used.
Be willing and able to work evenings and weekends.
Have 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.
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.
Applicants who are selected for employment will be required to provide and verify authorization to work in the United States without sponsorship.

Responsibilities

Performs routine, complex, and confidential assignments independently and in a timely manner with accuracy and minimal instruction/supervision.
Proofreads and edits correspondence and reports to ensure accuracy and comprehension of material.
Uses professional telephone techniques to answer Division telephones, screen the CDBG Program Manager’s calls, and take messages.
Coordinates, consolidates, verifies, and compiles weekly, monthly, and annual reports accurately and within established timeframes.
Ensures the confidentiality of records, files, and documents.
Researches, analyzes, develops, and implements office activities and procedures to ensure efficiency, accuracy, and cost-effectiveness.
Researches and organizes background material for meetings in a timely manner with accuracy and highly reliable data.
Coordinates, orders, and maintains inventory of office supplies, materials, and equipment.
Maintains a log and tracking system for all incoming and outgoing assignments, correspondence, requests, reports, and mail.
Maintains CPD electronic filing system and dashboards.
Responsible for setting up CDBG Program Year subrecipient files for Portfolio Managers.
Retrieves visitors from the Director’s Office and directs them to the requested party or assists them as appropriate or as instructed.
Notifies appropriate individuals of scheduled meetings and provides participants with necessary information and materials.
Coordinates planning and scheduling, attends meetings, and takes comprehensive and accurate notes.
Maintains an appointment calendar and schedule appointments for the CDBG Program Manager and professional staff.
Performs tasks and duties that may not be specifically in the job description but are within the general occupational categories and task responsibility level.