Office Coordinator (Utilities)

Baltimore County•Fullerton, MD

5d•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 by providing supporting documentation and financial/budgetary data, and maintaining complex filing systems for contracts. The position also handles personnel-related documents and forms, uses automated office systems for drafting and preparing correspondence, creates and maintains office databases and logs, performs queries for reports, establishes and maintains confidential files, and reviews/summarizes information for reports. Additionally, the role receives and resolves inquiries, explains office policies, maintains calendars, schedules appointments and meetings, and operates office machinery.

Requirements

Possession of a high school diploma or an appropriate equivalent
Two years' typing, word processing, or secretarial experience.
Possession of a valid driver's license equivalent to a non-commercial, class C Maryland driver's license is required at the time of appointment.
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.
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.

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.
May take verbatim notes.
May supervise or coordinate the work of subordinate clerical staff.

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.
Maintains complex filing and tracking systems for contracts.
Prepares or assists in the preparation of personnel related documents and forms.
Completes Personnel Requisition Forms, entry, change, promotional, and termination tickets, and tracks documents leave usage, including family and medical leave.
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, 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.
Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
May take verbatim notes.
May supervise or coordinate the work of subordinate clerical staff.
Logs inquiries and complaints into tracking systems such as spreadsheets, Cityworks.
Performs other related duties as required.