Administrative Specialist II

Howard County•Howard, MD

3d•Onsite

About The Position

This Administrative Specialist II position is responsible for developing and interpreting rules and protocols for the Howard County Health Department (HCHD) telecommunications, administers telecommunications program for HCHD including assigning cell phones, MiFi units and other devices to employees based upon need. This position is also responsible for facilitating the general operation of the HCHD Central Services Department by performing duties in the areas of shipping and receiving, fixed assets inventory, records management, modular furniture installation and maintenance, vehicle maintenance and repairs, furniture and personnel moves, and supply deliveries. Assists Vital Records department as backup processor of birth and death certificates. Acts as liaison between county and state agencies for pest control, custodial services, building maintenance, vehicle maintenance, and building access. Serves in the Logistics section of the department’s Incident Management Team. Delivers services to internal and external customers in a positive professional manner. This position is considered essential for emergency response in the event of a public health emergency. It is considered essential for extreme weather conditions, when essential personnel are required to report to work. This applies during officially declared State of MD liberal leave, unless absence has been approved by the appointment authority, designee, or supervisor. Inclement weather essential status is assigned on a rotating schedule. In the event of a public health emergency or inclement weather event during the individual’s assigned week, the employee is expected to report or remain at work as scheduled. This position is 100% onsite.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

Nice To Haves

Valid Driver’s License.
Experience managing, coordinating and resolving vehicle fleets, vehicle fleet repairs and/or vehicle maintenance.
Experience working with and troubleshooting cell phones.
Experience with customer service in an office setting.
Experience managing an electronic records management system.
Experience lifting up to 50 lbs.
Experience and Knowledge using Microsoft Word and Excel, PowerPoint and Outlook.

Responsibilities

Develops and interprets rules and protocols for Health Department telecommunications.
Processes new device requests.
Acts as subject matter expert for Verizon technology and services.
Troubleshoots device issues and elevates them to Verizon if necessary.
Serves as liaison to Verizon with billing/service issues.
Manages inventory of staff devices.
Initiates setup of new devices.
Distributes devices and trains staff on best practices.
Acts as point of contact for telecommunications questions.
Reconciles monthly Verizon bill.
Manages online Verizon account.
Schedules and coordinates repairs, maintenance, and cleanliness of the agency’s fleet of 30 vehicles.
Assists with monthly mileage reporting.
Schedules and assists with special events utilizing the Health Department RV.
Works directly with Director of Central Services to evaluate and resolve building issues in a timely manner.
Assists in the distribution of keys and access cards.
Interfaces with custodial, pest control, county contractors and agencies to maintain a safe and secure building.
Acts as alternate logistics contact for Incident Management Team exercises.
Assists Central Services Director with monitoring and reporting of state, county, and Health Department inventories.
Estimates need for supplies and equipment and coordinates distribution of consumables such as water and paper.
Serves as subject matter expert to assist departments on records reporting and labeling requirements determined by state record retention schedules.
Assists in coordination retention, scanning, and destruction of Health Department records.
Schedules deliveries of documents, supplies, and specimens to various sites in the county and the Maryland Department of Health.
Assists with packages and mail room duties within the building.
Acts as backup to the Front Desk and Vital Records.
Provides a positive professional impression to all clients seeking a birth and death certificate.
Understands criteria for vital records as stated in manuals and training.
Professionally interacts with the clients to process certificates including accurately explaining criteria, entering and retrieving data from computer, collecting payment and accurately completing regular reports.
Responsible for effectively working with colleagues and supervisors to ensure timely response to customer requests, processing of reports and requests by deadlines.
Possesses a broad understanding of HCHD services and can refer to other programs.
Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department.
Completes all required trainings.
Participates in quality improvement efforts within the program.