Administrative Assistant III (12338. Grade HC6)

The Maryland-National Capital Park & Planning Commission•Upper Marlboro, MD

2d•Onsite

About The Position

The Maryland-National Capital Park & Planning Commission (M-NCPPC) is a large organization serving Montgomery and Prince George’s Counties, managing park systems and developing recreation programs in Prince George’s County. The Facility Services Division (FSD) within the Department of Parks & Recreation is the largest division, providing maintenance and support services for all parks and recreation facilities in Prince George’s County. FSD has six major work areas: Fleet Management, Buildings & Structures (Trade Shops), Horticulture & Forestry, Major Maintenance & Inspection, Critical Projects (Aquatics, Heavy Equipment, and Sustainability), and the Administrative section. This specific role is an administrative support position within the Fleet Administration section, requiring the candidate to work in a busy fleet office environment. The position involves preparing and managing procurement, fixed asset control, and computer/software systems for the Fleet. The role reports to the Fleet Service Manager and Trades Shop Supervisor and is responsible for financial document preparation, vendor payments, tracking fleet purchases, reviewing expenditures, tracking fleet transactions against LAWSON, assisting with fleet contracts, and maintaining transaction files for budgeting. The position also involves answering phones and assisting staff and vendors. Experience with Motor Vehicle Administration (MVA) documents, Fleet Management asset software (like FASTER), fuel management software (like Fuelmaster), and Lawson (buyer, processor/receiver) is preferred. Collaboration with the purchasing department is necessary to ensure compliance with procedures. Tracking items for fixed assets inventory may also be required. The ideal candidate is a friendly, detail-oriented, team player with excellent computer skills in Word, Outlook, and Excel, willing to provide any required administrative support. The position may require storm and emergency work.

Requirements

High school diploma or a Certificate of General Educational Development (GED).
Four (4) years of progressively responsible experience that includes at least two (2) years in administrative and clerical support work and at least one (1) year of technical support experience in the administrative management areas of the specific position to be filled.
An equivalent combination of education and experience may be substituted, which together total 4 years.
Excellent computer skills including Word, Outlook, and Excel are required.

Nice To Haves

Experience preferred with processing and tracking Motor Vehicle Administration (MVA) documents.
Experience preferred with using Fleet Management asset software similar to FASTER.
Experience is also preferred with fuel management software, similar to Fuelmaster.
Experience with Lawson preferred (buyer, processor/receiver).

Responsibilities

Prepare and manage procurement, fixed asset control, and computer/software systems for the Fleet.
Prepare travel advances, check requests, and other necessary financial documents.
Prepare all necessary paperwork to ensure vendors are paid in a timely manner.
Track all fleet purchases to ensure they are in accordance with M-NCPPC policies and procedures.
Review all expenditures, making sure they are tracked against the correct accounting unit.
Track all fleet transactions and compare them against LAWSON.
Assist in preparing contracts for the fleet and making sure they are up to date.
Track contract payments and renew before the expiration date.
Keep files current on all transactions for budgeting purposes.
Answer phones and assist staff and vendors with fleet issues.
Track items for fixed assets inventory.
Perform other duties as assigned.