Office Coordinator (HHS/Finance and Administration)

Baltimore County, MD•Towson, MD

31d

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.

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 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.

Nice To Haves

Supervisory Experience
Experience with Workday
Experience with OIT's Request Processing System
Experience with Property Management's MaintStar System
Experience with NexTraq Vehicle Management

Responsibilities

Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
Prepares direct payments, purchase orders, and purchase requisitions and amendments.
Reconcile invoices for payment.
Prepares or assists in the preparation of personnel related documents and forms.
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 electronic records to establish, retrieve, review, update, track, and revise office 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 microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
Schedules, attends, and takes notes and minutes for meetings.
May take verbatim notes.
Purchases office supplies.
May supervise or coordinate the work of subordinate clerical staff.
Performs other related duties as required.