Office Coordinator

Baltimore County•Towson, MD

8d•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 assists in budget preparation, handles direct payments, purchase orders, and vendor contracts. The position involves maintaining complex filing systems, using automated office systems for document preparation, creating and maintaining databases, and compiling reports. Responsibilities include managing inquiries, explaining office policies, maintaining calendars, scheduling appointments, and operating office machinery. Additionally, it involves reviewing prequalification documents for construction contractors and potentially assisting with County legislation and meeting minutes.

Requirements

Possession of a high school diploma or an appropriate equivalent.
Two (2) years' typing, word processing, or secretarial experience.
Applicants must include the dates of the promotions and reclassifications.
Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered.
Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred 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, certifications, and/or education must be submitted with each application.
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org).
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions.
Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.
Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.

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.
Knowledge of modern office practices and procedures, including filing systems.
Knowledge of spelling, grammar, and arithmetic.
Knowledge of word processing, database management, and spreadsheet software packages.
Skill in the operation of office machines as listed in essential duties.
Skill in the use of word processing software.
Ability to use automated office systems 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.
Skill in composing letters, memos, and reports.
Skill in interpreting rules, regulations, policies, and procedures.
Skill 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.

Responsibilities

Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
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.
Explains office policies, procedures, rules and regulations to other employees and the public.
Maintains calendars, schedules appointments and meetings.
Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
Operates office machinery, such as computers, photocopiers, calculators, telephones, scanners, and printers.
Reviews and processes prequalification documents for construction contractors.
Assists in the preparation of County legislation.
Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
Purchases office supplies.
May supervise or coordinate the work of subordinate clerical staff.
Performs other related duties as required.