Office Coordinator

Baltimore County•Towson, MD

20h•Onsite

About The Position

Under general supervision, performs comprehensive clerical and routine administrative duties to ensure the efficient operation of an office or coordinates a major function within a county agency or bureau. This role provides administrative support by coordinating workflow, which may include assigning and reviewing the work of others. It also involves coordinating a major function for a county agency or bureau, assisting in budget preparation, preparing payments and purchase orders, tracking expenditures, and overseeing service provider/vendor contracts. The position requires extensive use of automated office systems for drafting, editing, and distributing documents, as well as creating and maintaining complex databases and filing systems. Responsibilities include compiling reports, resolving inquiries, providing customer service, explaining policies, and managing calendars and schedules. Additional duties may include assisting with legislation, preparing meeting materials, purchasing supplies, and potentially supervising clerical staff.

Requirements

Possession of a high school diploma or an appropriate equivalent.
Two years' typing, word processing, or secretarial experience.
Knowledge of modern office practices and procedures, including filing systems.
Knowledge of spelling, grammar, and arithmetic.
Knowledge of Microsoft 365 products, word processing, database management, and spreadsheet/Excel software packages.
Skills in the operation of office machines as listed in essential duties.
Skills in the use of word processing software.
Ability to use automated office systems, Excel, Access and database management and spreadsheet software packages.
Ability to extract and summarize information and to prepare correspondence and reports.
Ability to communicate effectively.
Ability to perform basic mathematical computations.
Ability to set up and maintain paper and electronic filing systems.
Ability to interpret, explain, and follow County and departmental rules and regulations.
Ability to establish and maintain effective working relationships.
Ability to take verbatim notes.
Ability to coordinate, assign, and review the work of others.
Ability to type from plain copy at a rate equivalent to 40 WPM.
Knowledge of County and departmental rules, regulations, policies, and procedures.
Thorough knowledge of word processing, database management, and spreadsheet software packages.
Knowledge of administrative support functions, such as personnel, budget, and purchasing.
Knowledge of process and approval procedures for contract agreements.
Skill in operation of automated office systems and word processing, database management, and spreadsheet software packages.
Skills in composing letters, memos, and reports.
Skills in interpreting rules, regulations, policies, and procedures.
Skills in coordinating, assigning, and reviewing the work of others.
Ability to establish deadlines, schedules, and guidelines for completion of projects.
Ability to investigate and resolve problems.
Ability to manage multiple schedules to meet client and program needs.
Applicants are required to submit proof of education beyond high school to meet the minimum qualifications of the position.
Diplomas or Transcripts must show the applicant's major field of study.
Copies and unofficial transcripts are acceptable.
Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered.
Proof of licenses, certificates, and/or education must be submitted with each application.

Nice To Haves

Additional education may be substituted on a year-for-year basis for the required experience.
Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Responsibilities

Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
Coordinates a major function for a county agency or bureau.
Assists in the preparation of an agency's budget by providing supporting documentation and/or financial and budgetary data and records.
Prepares direct payments, purchase orders, and purchase requisitions and budget amendments.
Tracks agency expenditures.
Oversees, facilitates, and coordinates service provider/vendor contracts.
Prepares correspondence to contractors regarding contract agreements.
Maintains complex filing and tracking systems for contracts.
Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.
Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
Creates and maintains a variety of detailed office databases and logs.
Accesses databases to establish, retrieve, review, update, track, and revise office records.
Performs queries and compiles personnel, budgetary, and statistical reports.
Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records.
Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
Receives, investigates, and resolves inquiries, requests, and complaints.
Provides customer service to both internal and external stake holders.
Explains office policies, procedures, rules and regulations to other employees and the public.
Maintains calendars, schedules appointments, schedules interviews and meetings.
Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
Assists in the preparation of County legislation.
Prepares materials for meetings.
Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
May take verbatim notes.
Purchases office supplies.
May supervise or coordinate the work of subordinate clerical staff.
Coordinates the processing and issuance of non-building related permits and licenses, as required by Baltimore County Code.
Conducts research as necessary to verify information on application request is accurate.
Performs other related duties as required.