Administrative Aide

Calvert County Government•New York, NY

About The Position

ATTENTION: This job announcement will close at 11:59 pm Eastern Time on either: (A) February 3, 2026, or (B) The date that 100 applications are received; whichever occurs first. If the announcement closes on the date that 100 applications are received, all applications submitted by 11:59 pm that day will be given consideration, including those in excess of 100. This position is responsible for maintaining accurate accounting of all commissary accounts, including credits, and ensuring daily balancing of accounts. Duties include retrieving commissary funds and making bank deposits three times per week, as well as collecting, organizing, and filing all mandated audit documentation to ensure compliance. The role also manages all personnel files in accordance with established policies. Additionally, the position serves as the immediate backup to the Executive Administrative Aide, ensuring continuity of administrative and operational functions, such as entering requisitions for purchases and processing invoices related to the Correctional Bureau. Performs administrative support and office management work in support of department/agency/ office operations. The work involves acting as principal office assistant to the department/agency/office; in addition, positions may provide work direction to other lower level clerical staff in the unit. The work requires training and considerable prior experience in office administrative support work, including familiarity with systems and technology necessary for support functions. The work may be complex in support of a County office or agency and is performed under 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.
Knowledge of Modern office procedures and practices including operation of office appliances such as calculators and computers.
Knowledge of Administrative support and office management procedures and practices.
Knowledge of 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.
A pre-employment and annual tuberculosis screening will be required if employed in a correctional facility.
May be subject to background investigation.
Operation of keyboard devices for sustained periods.
May have to lift up to 25 lbs.

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.
Maintaining accurate accounting of all commissary accounts, including credits, and ensuring daily balancing of accounts.
Retrieving commissary funds and making bank deposits three times per week, as well as collecting, organizing, and filing all mandated audit documentation to ensure compliance.
Managing all personnel files in accordance with established policies.
Serving as the immediate backup to the Executive Administrative Aide, ensuring continuity of administrative and operational functions, such as entering requisitions for purchases and processing invoices related to the Correctional Bureau.