Program Services Administrator

Caroline, County of•Department of Recreation and Parks, MD

About The Position

The Program Services Administrator is an administrative position in the Caroline County Department of Recreation and Parks, which provides recreational, educational, and community programs and maintains County parks and recreational facilities. The position reports to the Office Manager and does not normally supervise employees. It handles complex assignments involving grant programs, finance and accounting practices, and human resources and payroll for part-time and temporary or seasonal employees. The employee serves as a department point of contact for grant management, allocating and tracking grants, preparing budget reporting modules, and monitoring expenditures for compliance with applicable laws and County guidelines. The role requires organization, management of multiple priorities and deadlines, independent judgment, and discretion, with a modest degree of supervision. Most work takes place in an office setting, where professional behavior, attitude, and attire are expected. The position is non-exempt and eligible for overtime under the Fair Labor Standards Act. The position is designated “Support” for emergency operations: the employee is not required to report during emergencies but may be subject to call back for essential duties. Performance is evaluated periodically against mutually agreed work goals. The normal probationary period is six months and may be extended. Employees may apply for other qualified County positions; promotional opportunities would normally be within Recreation and Parks.

Requirements

High school graduation and six years of clerical or administrative experience with increasing responsibility; alternatively, an associate degree in Business Administration and four years of clerical or administrative experience with increasing responsibility.
Maryland Class C driver’s license or equivalent; license must be valid and without restrictions other than eyeglasses or contact lenses.
Working knowledge of grant administration practices, grant development principles and practices, and related methods, resources, and standards.
Knowledge of grant funding policies and procedures, applicable local, state, and federal regulations, and County grant management guidelines.
Knowledge of budgeting and fiscal management principles and procedures for grant monitoring.
Working knowledge of labor laws as they relate to County employment.
Basic computer skills, including email, schedule management, project management, word processing, and business-office applications such as Microsoft Office; ability to navigate payroll software.
Ability to communicate effectively orally and in writing, including preparing and presenting reports and presentations.
Ability to follow written and oral instructions in English and to read and write messages in English.
Ability to maintain good working relationships with coworkers, supervisors, and the public, and to work in a fast-paced environment.
Ability to read, understand, and recall policy manuals; speak clearly and politely; solve moderately difficult problems; and write concise problem statements with recommended solutions.
Ability to lift, pull, push, and carry ten pounds, and to stand or sit for periods exceeding one hour.
Ability to hear normally or with correction using a hearing aid.
Must pass a pre-employment urinalysis test for designated controlled dangerous substances and a criminal background check.
Must have no more than four points on the driving record at hire and while employed.
Must be able to perform the listed essential functions at hire and while employed, unless an accommodation request under the Americans with Disabilities Act is received and granted; must comply with County Personnel Rules and Regulations, including the Substance Abuse Policy.

Responsibilities

Assist with all aspects of department grants.
Monitor department grants for compliance with applicable rules and regulations.
Assist with preparation of grant applications, particularly their budget components, and support grant development and submission.
Track grant expenditures and forecast spending to ensure budget compliance.
Assist with monitoring and completing financial reporting for department grants.
Coordinate with appropriate County departments to ensure prompt and accurate grant reporting and compliance.
Make grant-related recommendations to the Director of Recreation and Parks and Program Services Chief.
Close out grant budgets after completion of the work.
Create financial and performance reports for state, federal, and local grants.
Process new-hire paperwork to ensure compliance with applicable laws, policies, and procedures.
Process payroll for part-time and seasonal new hires based on submitted timecards, enter the required data, and forward it to Human Resources for further processing.
Receive payroll information from Human Resources and payroll software, verify its accuracy, and approve it.
Prepare monthly or biweekly financial statements.
Type vouchers, invoices, checks, letters, and reports; enter account and other information; and run reports.
Perform other duties as assigned.