Administrative Assistant III (14728, Grade HC6)

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

About The Position

The Maryland-National Capital Park and Planning Commission is seeking a detail-oriented, analytical professional to join our team as an Administrative Specialist III. The Prince George's County Department of Parks and Recreation, Capital Planning and Development Division is responsible for formulating, monitoring, and implementing the six-year Capital Improvement Program (CIP), delivering new and renovated parks, playgrounds, athletic fields, and aquatic and community centers. Under general supervision, the incumbent performs specialized analytical and administrative work supporting the Division's financial management, purchasing and contracting, human resources, and program administration functions. Working as an individual contributor, the incumbent selects and applies Commission guidelines, policies, and procedures to conduct, monitor, and review business transactions; independently resolves routine problems; identifies the need for revised or new procedures and processes; and prepares reports and analyses that have important impact on the administrative management of the Division. Work is frequently confidential or sensitive in nature.

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.

Nice To Haves

Experience with financial reconciliation, accounts payable, procurement, or purchasing card administration.
Experience supporting HR transactions, recruitment, or onboarding processes.
Experience with enterprise or project management systems (e.g., e-Builder, ERP/financial systems).
Strong analytical and problem-solving skills with close attention to detail.
Exceptional organizational and time management skills; strong written and oral communication.
Adaptability, discretion with confidential information, and a self-starter orientation with a willingness to help wherever needed.

Responsibilities

Prepares, monitors, audits, and reconciles purchasing and payment records, including purchase orders, purchase card requests, requisitions, invoices, and payment applications; verifies calculations, budget codes, and compliance with Commission policies and procedures; identifies discrepancies and works with project managers, the Accounting Division, and vendors to resolve them.
Monitors the status of vendor payments; analyzes aging and payment issues; recommends actions to ensure timely and accurate processing; coordinates resolution with Accounting and project managers.
Reviews and processes employee expense reimbursements for accuracy, completeness, and policy compliance; researches and resolves payment issues in accordance with Commission policies and procedures.
Conducts the annual Capital Asset Inventory audit for the Division; reconciles asset records against physical inventory; analyzes variances and prepares audit reports for the Accounting Division.
Serves as purchasing coordinator for the Division; obtains and evaluates price quotes; recommends products and suppliers within established guidelines; prepares and processes procurement documentation in compliance with Commission purchasing policies.
Reviews purchase requests and supporting documentation for compliance with policies and procedures, fund availability, potential duplication, and opportunities to consolidate purchases; recommends approval or corrective action.
Routes and tracks contracts, invoices, and change documentation for review, approval, and processing; monitors orders, deliveries, and payments; maintains liaison with Central Purchasing regarding vendors, products, and procedures; communicates with vendors to resolve issues.
Supports the Division's staffing activities, including recruitment coordination, interview scheduling and participation, onboarding and offboarding of employees, and workspace and equipment setup for new hires.
Prepares and reviews HR transactional paperwork, including requests for personnel actions and related documents, and routes them for approval; verifies accuracy and compliance with Commission policies and procedures; maintains confidential personnel records and coordinates records archiving.
Administers the Division's Safety Program; selects and applies applicable safety guidelines; tracks PPE requirements, forms, vouchers, receipts, and related documentation; monitors compliance and identifies and reports gaps to management.
Administers the Division's fleet program; maintains vehicle, maintenance, fuel, and safety-equipment records; schedules and coordinates preventive maintenance; verifies that employees are trained and authorized to operate fleet vehicles; processes and tracks traffic citations, including employee notification and payment tracking; prepares related reports.
Prepares and coordinates correspondence, reports, permits, and other technical and administrative documents, including consolidating and editing input from professional and management staff.
Reviews administrative processes and transactions; identifies the need for revised, enhanced, or new standards, procedures, and processes; drafts recommended revisions and assists with implementing improved practices.
Organizes and prepares final capital project records for archival storage in accordance with records retention requirements, including drawings, manuals, reports, surveys, invoices, and photographs.
Maintains confidentiality of data, including legally protected personal information, proprietary and pre-decisional information not subject to public disclosure, and other sensitive programmatic data.
Assists in preparing materials and logistics for stakeholder events; drafts handouts, promotional materials, and surveys; coordinates with internal Divisions to secure approvals and produce materials.
Tracks and compiles community input; analyzes and summarizes feedback; prepares reports for management; maintains outreach contact data.
Participates in community-based events on occasional evenings and/or weekends.
Serves as a liaison with other Department teams to coordinate administrative functions and resolve operational issues; coordinates large meetings and events with internal and external stakeholders in support of capital projects.
Assists with management of Division office space by submitting and tracking facility maintenance requests and communicating facility information to affected employees.
Uses Microsoft Office, e-Builder, Trimble Construct, enterprise systems, and other specialized software to support planning, scheduling, communication, data management, timekeeping, invoicing, procurement, research, and reporting functions.
Stays informed of developments and changes in guidelines applicable to assigned functional areas; performs other duties as assigned.