Management Assistant I (Engineering)

Anne Arundel County•Anne Arundel County, MD

2d•Onsite

About The Position

This posting will be used to fill a full-time position in the Department of Public Works. This position will serve a key role within the program, managing various project management and financial aspects of the Bureau of Engineering in order to maintain operational efficiency within the Bureau. This is professional administrative management work in areas such as budgeting, procurement, records management, contract administration, office automation, and general office management. Contacts primarily include managers and employees, personnel and vendors, both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services. The Management Assistant I (MA I) will be responsible for the day-to-day oversight of Project Management duties within the Bureau’s Project Management Software (eBuilder). These include, but are not limited to, assisting Project Managers with budgets, project scheduling, quality control of processes, liaison between PM’s and other departments such as Purchasing and Finance, new project creation, asset reclassifications, cash flows, project closures, assisting in software testing, and training new Project Managers on how to use eBuilder. Management and other duties as required. The employee in this class, working under the general direction of a Senior Management Assistant, is responsible for providing professional administrative duties in some combination of the following: record maintenance; assistance with budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning matters specific to the organization. The employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken. The employee in this class will provide instruction and guidance to Project Managers in relation to the Bureau’s project management software (eBuilder). The employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.

Requirements

Graduation from an accredited four-year college or university with major course work in public or business administration or a related field.
One (1) or more years of experience in office management or another specialty area related to the specific position.
Considerable knowledge of organization and office management, and the principles and practices of public administration.
Considerable knowledge of and ability to apply procedures; analyze a variety of complex situations; and manage information of a sensitive and confidential nature.
Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital and operating project management.
Knowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations.
Ability to assume responsibility for special assignments and to perform them in accordance with minimum instructions.
Ability to develop policies and procedures.
Ability to evaluate policies and procedures and to recommend improvements.
Ability to establish and effective working relationships with others.
Ability to communicate effectively, orally and in writing.

Nice To Haves

One (1) or more years of experience managing budget and financial records via JDE/EnterpriseOne.
One (1) or more years of experience managing budget and financial records via eBuilder.

Responsibilities

Oversight of Project Management duties within the Bureau’s Project Management Software (eBuilder).
Assisting Project Managers with budgets, project scheduling, quality control of processes.
Liaison between Project Managers and other departments such as Purchasing and Finance.
New project creation, asset reclassifications, cash flows, project closures.
Assisting in software testing, and training new Project Managers on how to use eBuilder.
Providing professional administrative duties in record maintenance, assistance with budget preparation, contract monitoring, and liaison to organization employees and other departments/agencies.
Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures.
Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors.
Reviews and drafts replies to correspondence to internal and external customers.
Maintains professional relationships with internal customers and vendors in order to facilitate proper administration of contracts and their subsequent invoices.
Organizes and maintains financial, statistical, purchasing and other agency records.
Maintains and/or monitors the status of capital invoices, direct payments, purchase orders, blanket orders, and general journal entries via JD Edwards/EnterpriseOne and e-Builder.
Tracks reports, expenditures, encumbrances and monitors fund balances.
Provide suggestions and feedback to Supervisor regarding expenditure trends and funding deficiencies.
Performs data entry and utilizes a variety of office automation equipment and applicable software applications to originate/prepare records, documents, notices, reports, tables, and correspondence.
Proofreads memorandums and performs administrative tasks to facilitate the operation to include database applications, reviewing documentation for accuracy/completeness and preparing correspondence.
Answers inquiries from the public and businesses relative to program-related regulations and procedures as well as requests for service.
Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office.
Maintains detailed tracking to monitor invoicing and expenditures.
Works with Project Managers to ensure payment of invoices occurs on time.
Performs related duties as assigned by the Senior Management Assistant.