Office Coordinator - County Administrator - QUEEN ANNES COUNTY HUMAN RESOURCE
CENTREVILLE, MD
About the Job
ESSENTIAL FUNCTIONS
Provides cordial, responsive, and accurate customer service
Performs high level, complex administrative and technical work in support of the activities of the department
Works under the general direction of the Department Director, requiring minimal supervision and guidance
Provides advanced knowledge of practices and procedures in assigned area
Organizes own work and provides training, supervision and/or prioritizes work for other staff
Monitors departmental budget(s) and tracks expenditures
Provides support for grant administration
Prepares and maintains department accounting records, spreadsheets, purchase orders, accounts receivable, etc
Participates in preparation of yearly budget package
Works independently and within a team on special nonrecurring and ongoing projects.Acts as project coordinator for special projects
Types and designs general correspondence, memos, charts, tables, graphs, and business plans.Proofreads copy for spelling, grammar, and layout.Responsible for accuracy and clarity of final copy
Arranges meetings and takes meeting minutes as appropriate
Maintains employee leave schedules.Assists with time sheet preparation for payroll
Reviews clerical and administrative work processes and improves methods
Provides orientation and training to other staff as assigned.May supervise other office support staff
Coordinates personnel actions, onboarding and projects with Department Director and Human Resources
Greets and screens calls and visitors and provides technical information to employees and visitors.Independently resolves problems
Maintains organization of departmental files and records
Coordinates activities with other agencies and departments
Performs high level computer skills, including data entry, word processing, spreadsheets, desktop publishing mail merge, scanner, e-mail, and online software management
Organizes department meetings.May act as a clerk to County Boards and Commissions
Maintains departmental website and other social media sites
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SUPERVISOR RESPONSIBILITIES (As assigned)
Carries out supervisory responsibilities in accordance with the Countys policies and applicable laws; responsibilities may include interviewing, recommending, and selecting candidates for employment; training employees; planning, assigning, and directing work; appraising employee performance; counseling, rewarding and disciplines employees; investigating employee grievances; approving and mediating disciplinary action; and addressing and resolving complaints
KNOWLEDGE, SKILLS, AND ABILITIES
## Ability to maintain cooperative relationships with those contacted in the course of work.Ability to work as a member of a team.Ability to work independently and complete own work while training and supervising others.Excellent written and verbal communication skills.Strong problem solving and organizational skills.Thorough proficiency of relevantcomputer applications to include online databases and online software.Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.Ability to write reports, business correspondence and procedure manuals using proper grammar, spelling, and punctuation.Ability to calculate figures and amounts such as discounts, interest rates, commissions, and proportions.Ability to apply concepts of algebra and geometry.Knowledge of accounting.Skill in preparing and compiling budget documents.Ability to maintain confidentiality.Employees in this position typically coordinate larger departments and budgets within Queen Annes County
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NIMS TRAINING
The following National Incident Management System (NIMS) Training is required with in the firs year of employment for the
Department of Emergency Services and Office of the Sheriff
:
Non-supervisory EmployeesCourses 700 ##
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a Class C Maryland Motor Vehicle Operators License (or the equivalent from another issuing state) or the ability to obtain such a license within thirty (30) days of employment to position
EDUCATION AND EXPERIENCE
High school diploma or GED, Associates Degree, and eight (8) years of related experience
OR High school diploma or GED and ten (10) years of related experience required
For internal promotional consideration:Minimum of 8 years of Administrative Assistance /Office Coordinator experience with 4 years in a lead administrative role (Additional consideration may be given for significantly related prior experience at the discretion of the Department Director with approval from the Director of Human Resources.) In addition to these requirements, the following must also be achieved: - Minimum of recent two years of performance evaluations with a score of 1.68 or higher - No Employee Action Reports for recent two-year period of written warning or higher - Consistently demonstrates good attendance through reporting to work on time and working as scheduled; is flexible in changing work schedule if needed and is a good steward of leave time
- Concurrence of promotion from supervisor - Demonstration of progressive advancement in level of work duties and responsibilities
PHYSICAL DEMANDS
Typically sits at a desk or computer table.Occasionally walks, stands, or stoops.Occasionally lifts, carries, pushes, pulls, or otherwise moves objects weighing up to 25 lbs.Uses office equipment requiring average degree of dexterity.Concentration to detail is required.Multitasking is required
Reasonable accommodations may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation
WORK ENVIRONMENT
Work is performed in an office-like setting in an environmentally controlled area.Noise level is usually moderate
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COMMENTS
Employees must conform to applicable policies and safety rules
This position is one within Queen Annes County Civil Service System
An employee must serve a period of twelve months probation during which he or she may be terminated without notice, cause, hearing or right of appeal
This description lists the major duties and requirements of the job and is not all-inclusive
The following applies to those departments deemed as essential which include Department of Emergency Services, Office of the Sheriff, Department of Corrections, and Department of Public Works, Department of Parks and Recreation
The following Department Directors may establish the position as essential based on the nature and timing of the event, Department of County Administration, Department of Community Services, Department of Human Resources, Department of Budget and Finance, Department of Information and Communication Technology, Department of Social Services, and Department of Health
The following Departments are not considered essential; Department of Planning