Office Assistant

Office Assistant

Pay Schedule I, Grade 19, Regular Schedule: 35 hours per week. A vacancy exists in the Office of Budget and Finance. A list of eligible applicants will be established based on the examination as outlined below. Current and future vacancies occurring in any Office or Department of Baltimore County General Government may be filled from the list of eligible applicants. All interested transfer and promotional candidates must apply at this time. List all promotions and changes in job duties due to reclassification as separate work experiences on your application. Applicants must include the dates of the promotions and reclassifications. Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time. You MUST attach your transcript(s) or license(s) to your application. Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Examples of Duties

Under general supervision, performs comprehensive word processing, typing, and other clerical duties in support of an office.

• Uses automated office systems, such as word processing equipment or a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares document for distribution or mail. Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and logs. Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records. Performs queries and compiles routine reports from various data sources. Assembles data for inclusion in narrative and statistical reports. Creates and updates office spreadsheets.
• Establishes and maintains confidential alphabetical, chronological, or subject matter files and records. Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints. Determines release of information according to established procedures and confidentiality. Initiates the process of purging and updating files.
• Opens, date stamps, and distributes incoming mail to appropriate staff. Tracks the handling of correspondence and/or written complaints to the time of completion. Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors. Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail. Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space. Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel related documents and forms. Performs timekeeping functions for the work unit. Prepares payroll and tracks leave usage.
• Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

Examples of Other Duties: Assists in the preparation of County legislation. Maintains simple financial and statistical records. Reconciles account balances. Orders and maintains office supplies. Prepares and processes purchase orders, direct payments, and invoices. Verifies procurement card purchases. May take verbatim notes or minutes. May lead and instruct others. Performs other related duties as required.

Qualifications

Training and Experience: Possession of a high school diploma or an appropriate equivalent Plus one year typing, word processing, or secretarial experience. (Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education. Additional education may be substituted on a year-for-year basis for the required experience.) Knowledge, Skills, and Abilities (Entry Level): Knowledge of modern office methods and procedures, including filing systems. Knowledge of spelling, grammar, and arithmetic. Knowledge of word processing, database management, and spreadsheet software packages. Skill in the operation of office machines as listed in essential duties. Skill in the use of word processing software. Ability to use automated office systems and database management and spreadsheet software packages. Ability to compose simple letters and memos. Ability to communicate effectively. Ability to perform basic mathematical computations. Ability to set up and maintain paper and electronic filing systems, databases and spreadsheets. Ability to follow County and departmental rules and regulations. Ability to respond appropriately to inquiries from the public. Ability to establish and maintain effective working relationships. Ability to take verbatim notes. Ability to type from plain copy at a rate equivalent to 40 WPM. Knowledge, Skills, and Abilities (Full Performance): Knowledge of County and departmental rules, regulations, policies, and procedures. Thorough knowledge of word processing, database management, and spreadsheet software packages. Skill in operation of automated office systems and word processing, database management, and spreadsheet software packages. Skill in composing simple letters and memos. Skill in setting up and maintaining paper and electronic filing systems, databases and spreadsheets. Skill in responding to inquiries and handling routine complaints. Ability to complete tasks in accordance with established guidelines and deadlines. Ability to work independently. Ability to lead and instruct others. Proof of Licenses, Certifications and Education Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable. Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application. Proof of Degree Equivalency Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. ( Mail or deliver documents to: ATTN: Office Assistant Office of Human Resources Baltimore County Government 308 Allegheny Ave. Towson, MD 21204 You can attach your transcript(s) or license(s) to your application. Examination Procedure Applicants will be qualified based on an evaluation of their training and experience, as stated on their application. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.

Conditions of Employment

Some employees in this classification may be required to work overtime with little or no advance notice. Some positions may be designated as Emergency/Essential. Physical and Environmental Conditions The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities. Employment Background Investigation Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.

Benefits

Employment Benefits for Full-Time, Merit or Classified Employees Baltimore County General Government offers the following benefits to full-time,merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise. Equal Opportunity Employer Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants. Smoke free workplace All Baltimore County offices are smoke free. Drug free workplace Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination. Salary Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance General Increases - Cost of living increases and adjustments may be granted as legislated. Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County. Employee Assistance Program Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life. Health Insurance Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include: Medical, Prescription, Dental and Vision insurance. Flexible Spending Accounts Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs. Life Insurance Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000. Retirement Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions. Paid Leave Paid benefits listed below vary depending upon the Classification. Sick Leave Vacation Leave Personal Leave Holidays Bereavement Leave Jury Leave Military Leave Baltimore County