Administrative Aide

Calvert County Government

1d•$51,524 - $59,150•Onsite

About The Position

The Calvert County Government Department of Public Works, Water & Sewerage Division, is seeking a highly organized and detail-oriented Administrative Aide to join their team. This position is crucial for supporting the daily operations of the Water & Sewerage Division by providing administrative and clerical assistance to management and staff, ensuring efficient office operations. The role requires significant experience in office administrative support, strong organizational skills, and proficiency with modern office systems and technology. Work may involve complex administrative duties and is performed under the general supervision of an executive administrator or office director.

Requirements

High School diploma or GED equivalent, including or supplemented by courses in office practices.
Seven years of progressively responsible general office, secretarial, and office management experience.
Modern office procedures and practices including operation of office appliances such as calculators and computers.
Administrative support and office management procedures and practices.
Effective techniques of supervision.
Ability to perform administrative support and office management duties.
Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
Ability to assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
Ability to direct the work of lower level clerical staff.
Ability to perform general office clerical work quickly and efficiently.
Ability to deal effectively with the public.

Responsibilities

Provides work and/or functional direction of lower level clerical staff in the department.
Assists with supervisor’s schedule and maintains supervisor’s calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.
Incorporates new legislative endeavors such as grants and programs to carry out the mission of the office, using new technology or any other means available.
Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.
Keeps supervisor and department staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor’s review; prepares memos, notes and reports for supervisor.
Processes on behalf of the office administrative actions such as budget, fiscal, payroll, personnel, purchasing actions: prepares and follows up on actions to ensure proper completion and takes necessary steps to resolve problems or expedite actions.
Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor’s views are known, or as otherwise authorized.
Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.
Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensures that the data is accurate and acceptable for use; maintains databases and data files containing such data, managing such information to provide information to unit management and to generate reports.
Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department/agency operations for the purpose of facilitating the use of services.
Assists the public, clientele, and others in accessing and making use of department/agency services by advising them regarding their needs and services provided.
Drafts and distributes press releases: conducts media monitoring; prepares copy for social media sites; drafts employee newsletter; writes talking points, updates web content; manages inventory for countywide giveaways to support marketing; acts as photographer.
Receives, screens, and refers telephones calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding the office/department/agency operations.
Receives, screens and routes mail; directs items to other staff or County offices as appropriate.
Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.
Produces a variety of word processed documents such as letters, memoranda, and reports; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.
Verifies and approves invoices for payment to vendors.
Maintains databases to keep required certifications up to date.
Serves on committees formed for particular changes in regulations.
Performs related work as required.