Office Manager, Office of Highway Maintenance

Prince George's County Government•Largo, MD

3d•Onsite

About The Position

The Prince George's County Department of Public Works & Transportation is hiring an Office Manager in the Office of Highway Maintenance. This senior-level administrative role provides comprehensive administrative, operational, financial, and executive support to the Associate Director. The position analyzes information and prepares decision briefs; manages office operations; coordinates schedules and special projects; oversees payroll and procurement activities; prepares correspondence and reports; maintains records and procedures; and supports effective communication and organizational efficiency. The Department of Public Works and Transportation maintains nearly 2,000 miles of County roadways, 900 bridges, and related transportation and stormwater infrastructure. Its work includes snow and ice removal, traffic signal and streetlight work, drainage maintenance, roadway and sidewalk repairs, bridge repairs, and resurfacing projects. The position is based in Largo, Maryland. The employee must meet agency training and performance standards, use required protective apparel and equipment, pass applicable preemployment checks, and be willing and able to serve as an essential employee, including reporting during non-standard hours or emergencies when operations require.

Requirements

Associate degree from an accredited college or university in Business Administration or Secretarial Science; or successful completion of a nine-month probationary period at the Administrative Aide III level; or two years of advanced, diverse and/or technical clerical experience involving public contact, office management, and operational details, with some lead or supervisory experience.
A valid driver's license.
Required supervisory or lead experience cannot be substituted; an equivalent combination of education, experience, and training may otherwise be considered.
Candidates meeting minimum qualifications must complete and pass an online Administrative Aide examination unless they previously passed it on or after August 1, 2024.
Meet agency training and performance standards and demonstrate required proficiency.
Wear and use agency protective apparel and equipment as assigned.
Successfully pass applicable preemployment checks, which may include reference checks, background investigations, and drug screenings.
Be willing and able to serve as an essential employee and report or remain at work during standard or non-standard hours or emergencies as operations necessitate.

Nice To Haves

Two years of public works and/or transportation experience.
Familiarity with fiscal and grant reporting.
Proficiency with compliance and auditing processes.
Advanced knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.

Responsibilities

Analyze operational, financial, and program information related to significant issues before the Associate Director.
Prepare decision briefs summarizing issues, comparing viable options, identifying resource and service impacts, and presenting risks and recommended next steps.
Coordinate office workflow and ensure efficient office management operations.
Serve as office manager and liaison for visitors to the Associate Director's office.
Coordinate office activities, special projects, and functions.
Prepare and coordinate travel requests and reimbursements; confirm reservations and verify expense reports.
Assist the Associate Director in maintaining and updating Departmental Standard Operating Procedures.
Serve as the Agency Payroll Coordinator for the office.
Prepare and maintain financial documents required to acquire materials, supplies, and services.
Enter purchase requisitions in the ERP/SAP system and prepare purchase request forms for approval.
Serve as a purchasing card user and manage, secure, and reconcile the card as directed by policy.
Manage the Associate Director's calendar; schedule appointments and provide advance meeting notifications, updates, and agendas.
Draft and compose correspondence and reports for the Associate Director's approval.
Proofread and edit documents, type sensitive or confidential materials, and distribute them to appropriate personnel.
Screen and respond to caller inquiries.
Maintain the Departmental filing system and records-retention schedule.
Research and organize materials for meetings, conferences, and workshops.
Perform other duties assigned within the general occupational category and responsibility level.