Administrative Assistant III (15010, Grade 16) presso The Maryland-National Capital Park & Planning Commission, MD

About the Department

The Department of Parks and Recreation, Office of the Director, Prince George’s County, seeks a highly skilled Administrative Assistant to support the Director’s Office. The position reports directly to the Administrative Specialist. This candidate would work 7:00 a.m.–3:30 p.m., Monday through Friday.

Responsibilities consist of technical support: collecting, compiling, preparing and processing data and confidential information, actions and documents, reporting data or transactions, and performing other types of business processes. Incumbents are tasked with ensuring accuracy, timeliness, reliability and compliance.

Position Duties

1. Assists with the review and/or preparation of all correspondence for the Director, Deputy Director's, and Chairman’s signatures.
2. Serves as the first point of contact with callers and visitors for the Directors Office. Answers questions, provides information, and directs requests to appropriate individual for response based on knowledge of staff responsibilities and other facts.
3. Receives, opens, and screens mail/emails. Reviews personnel actions, correspondence, and financial documents for accuracy, initiates corrective action when necessary and maintains an accurate updated log. Meets all deadlines associated with preparing or coordinating correspondence, personnel actions, logs, and reports.
4. Drafts meeting agendas and meeting minutes for various divisional/departmental meetings.
5. Orders office supplies and equipment. Maintains and organizes supply inventory. Ensures that ordered materials are in a consistent place. Effectively manages the office in the absence of supervisory personnel.
6. As needed, coordinates meetings for the Director with inter-agency staff and outside agencies. When necessary, follow through with written or verbal confirmation.
7. Coordinates staff calendars to ensure that staff meet regularly to discuss large ongoing projects. Assists in booking conference rooms and ordering catering or refreshments as needed.
8. Event coordination location/room logistics, AV needs, meeting invitations, prepare materials and information packets, gather attendance sheets, etc.
9. Provides monthly financial reports against the office log to ensure accuracy and initiates appropriate research and follow-through on outstanding items. Processes purchase requisitions, check requests, invoice/contract payments, and expense reports, ensuring vendors have been paid through appropriate follow-up.
10. Serves as custodian of petty cash.
11. Maintains confidential and personnel files. Searches files and other sources to answer questions and solve problems. Maintains an accurate tracking system for evaluations, financial documents, and correspondence received, with the ability to generate reports as requested. Keeper of both digital and paper filing systems, sorted and filed according to office naming conventions.
12. Responsible for the care and maintenance of the Xerox Printer. Assists staff with printer issues and ensures follow-up when further assistance is required.
13. Purges files in accordance with Records Retention Schedule. Follows and tracks the life cycle of the written communication office to ensure that it is free from grammatical and typographical mistakes.

Minimum Qualifications

1. High school diploma or a Certificate of General Educational Development (GED).
2. Four (4) years of progressively responsible experience that includes at least two (2) years in administrative and clerical support work and at least one (1) year of technical support experience in the administrative management areas of the specific position to be filled.
3. An equivalent combination of education and experience may be substituted, which together total 4 years.

PREFERRED KNOWLEDGE, SKILLS & ABILITIES:

1. Self-starter, who takes initiative, and can manage a work program with minimal supervision.
2. Proficiency with MS Office–Outlook, Word, Excel, PowerPoint, etc.
3. Discretion handling confidential and sensitive information; business acumen.
4. Impeccable oral, written, and proofreading skills, with a focus on accuracy and a keen sense of attention to detail.
5. Proficiency in the use of Microsoft Office (Outlook, Excel, Word, Publisher, Teams, and PowerPoint), Microsoft Teams, SharePoint, and Office 365.
6. Proficiency in use and knowledge of office practices and procedures to include customer service, accounting, budgeting, filing, purchasing, drafting meeting minutes, and human resource management.
7. Ability to manage and prioritize multiple assignments.
8. Strong social skills to interact optimally within the Department, but also with internal and external collaborators.

Other Qualifications

Classification Specification: Administrative Assistant III

May be subject to medical, drug and alcohol testing.