Job Description

Posting number: 08809

Department: Detention

Job classification: Administrative Specialist III (Represented)

Posting type: Open

Categories: Administrative Assistant

Summary

This position announcement will be used to fill full-time, permanent, safety sensitive, Represented Administrative Specialist III vacancies within the Department of Detention Facilities with Anne Arundel County Government.

This is full performance administrative support work requiring specialized skills and knowledge in a specific program area, or exercising complex general administrative support for an assigned department. Personal contacts are with County managers, employees, the general public, and other public or private sector agencies for the purpose of receiving and exchanging information, explaining procedures to facilitate a process, providing a service, or resolving program-specific problems.

NATURE AND VARIETY OF WORK

An employee in this class performs varied, detailed, and extensive administrative support work for one or more organizational units or for a designated functional area. Work involves a variety of administrative processes and methods, including the use of standard office equipment and multiple software applications to produce, develop, and review correspondence, reports, and other documents in a variety of formats.

Work products support and affect the accuracy, reliability, and timeliness of office programs, services, and functions. Work involves performing complex administrative assignments, which include relieving a superior of important administrative details and increased contact with both internal and external customers and entities. Work requires the exercise of considerable independent judgment, initiative, and discretion based on a knowledge of administrative policies andprocedures in the performance of daily activities.

An employee in this class works independently to ensure the smooth operation of the office, handling or referring problems or unusual situations to the supervisor for resolution. Work performance is reviewed and evaluated by a supervisor. The work is sedentary in nature and performed in an office environment. This class of work is differentiated from the next lower level in the series by the detail, variety, and complexity of the work, increased independence when completing assignments, and the purpose and number of contacts.

Examples of duties

(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)

Uses standard office equipment and applicable current software applications to utilize records and databases, and prepare reports, data tables, and correspondence.

Monitors and tracks expenditures of accounts, grants, budgets, and petty cash according to office procedures and generally accepted accounting standards.

Monitors usage of budget allotments, equipment, supplies, and capital assets in support of program objectives.

Maintains fiscal records, checks computations, verifies transactions, reconciles receipts with control records, and reconciles financial statements.

Processes and verifies bills, claims forms, agreements, permits, refunds, invoices, and related or similar activities; responds to questions and resolves discrepancies, providing full administrative support through completion of program assignments.

Issues, tracks, and updates inventory and supply of stock, equipment, uniforms, and supplies related to the program area.

Performs, collects, and compiles statistical and financial data, and prepares reports.

Contributes to the development, revision, and implementation of office, clerical, and administrative procedures to support the improvement and efficiency of operations.

Receives telephone calls and visitors and schedules appointments; arranges and confirms meetings with various public and private officials and community organizations; makes travel arrangements.

Develops and maintains a complex filing system that may include confidential information; creates and organizes records. Communicates with state and local agencies and public groups; answers inquiries requiring interpretations of policies, rules, and regulations.

Prepares and distributes meeting and conference agendas and other meeting materials; attends meetings and conferences as required.

Researches and reviews documents and reports for accuracy, completeness, and adherence to procedures. Performs related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of modern office practices, procedures, systems, and standard office equipment.

Thorough knowledge of grammar, spelling, and proficiency in arithmetic.

Thorough knowledge of departmental rules, regulations, procedures, and functions; general county operations and organization.

Ability and proficiency in the use of County databases, standard office equipment, and current software applications.

Ability to understand and follow complex oral or written instructions.

Ability to conduct research, analyze, and determine the appropriate approach to complex situations.

Ability to establish and maintain effective working relationships with employees and other county departments.

Ability to deal effectively and courteously with the public.

Ability to communicate effectively both verbally and in writing.

Ability to maintain confidentiality of sensitive information.

Ability to meet time-sensitive deadlines.

Qualifications

• Graduation from high school
• Four (4) or more years of experience in progressively responsible administrative support work.

Supplemental information

Preference will be given to candidates that possess the following:

• Experience working in a correctional facilityMust be highly organizedExperience with problem solving in a correctional facilityManaging sensitive and confidential informationExperience with managing electronic calendars, taking meeting minutes, etc.Experience with coordinating complex administrative process involving inmates, attorneys, law enforcement and etc.Experience maintaining detailed tracking systemsExperience meeting deadlinesAbility to operate effectively without continuous oversightProficient in MS Office & Google Workspace (creating spreadsheets, tracking statistical data, etc.)Tracking and ordering office supplies