Office Associate

Office Associate

Charles County Government is seeking a dynamic Office Associate to perform clerical and office work in support of executive office operations. Associate will be the front line person for Commissioners' Office. This position will perform responsible office tasks requiring an understanding of the substantive operations of the office and including responsible contacts with the public and others. Associate will provide general executive administrative support to the division. This position will assist the public with navigating County services. Workers carry out daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.

Essential Job Functions

• Manages employee schedules and calendars; makes appointments, sets up meetings, and coordinates other arrangements as needed.
• Manages global scheduling for the Commissioners' Office.
• Sends Open Meetings Act notification as needed.
• Refers residents with concerns to the Citizen Response Office
• Receives notifications from the Maryland Secretary of State and disseminates Lowering of the Flag notifications to County employees and outside agencies per the procedures outlined in the Lowering of the Flag SOP.
• Handles office and kitchen supply purchasing. Maintains an inventory of supplies and replenishes inventory as needed.
• Keeps supervisor informed of matters; prepares memos, notes, and reports for supervisor.
• Assists the Office of the Clerk to the Commissioners with ensuring staff coverage for recognitions and public hearings, including assistance with sign-ins and crowd management.
• Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention.
• Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
• Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.
• Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
• Receives, screens and routes mail; directs items to other staff or County offices as appropriate. Maintains databases such as Laserfiche and Mail Log as well as files containing such data and generates reports.
• Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
• Routes and processes hard copy documents requiring wet signatures.
• Maintains manual and/or automated administrative files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information. Checks files and records for notarized and attested signatures.
• Produces a variety of typed or word-processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections; ensures adherence to established style guides and formats.
• Record and update messages on the automated telephone system.
• Perform data entry and run reports, as directed.
• Attends public forums, hearings, meetings, and events as directed by the Chief of Staff.
• Assists with Commissioners' Office coverage to include front desk and back office, and coverage in the absence of other staff members.
• Performs other related job duties as assigned.

Qualifications, Knowledge, Skills, and Abilities

Education and Experience:

High School diploma or an acceptable equivalency diploma (GED). One (1) year of related office clerical experience; or an equivalent combination of education, experience and training.

Licenses or Certifications:

None.

Special Requirements/Qualifications:

Work is subject to frequent interruptions.

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures and practices including operation of office appliances such as calculators, computers, typewriters, and word processors.
• Knowledge of clerical procedures and practices.
• Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
• Ability to assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
• Ability to perform general office clerical work quickly and efficiently.
• Ability to maintain confidentiality.
• Ability to initiate daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.

Additional Information

PHYSICAL DEMANDS

The work is sedentary with frequent periods of light physical activity and is performed in office surroundings. Requires worker to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer or typewriter keyboards; and the ability to speak normally and to use normal or aided vision and hearing.

WORK ENVIRONMENT

Principal duties of this job are performed in a general office environment.

Department/Division: County Administrator/Commissioners' Office

Pay Grade: 105

FLSA Status: Non-Exempt

Telework Eligible: No

Reports to: Commissioner's Office Administrator

Supervises: None

Benefits

Charles County Government Benefits Summary

Health Insurance Charles County Government PAYS 70% of cost: Blue Choice Advantage and HMO Open Access plans, including prescription and vision coverage. CareFirst and Delta for dental coverage. Flexible Spending Account Provides medical and dependent care options. Supplemental Income Products Accident Policy, Critical Illness Policy, and Hospital Indemnity Policy. Long Term Disability Insurance No charge to employee. The benefit pays 60% of salary at date of disability, up to $5,000/month. Life Insurance No charge to employees (valued at 1.5x the annual salary, not to exceed $250,000). Supplemental insurance and dependent life insurance are available for an additional cost. Term and whole life policies available. Pension Plan (Defined Benefit Retirement Plan) 401(a) Plan — Must work minimum 37.5 hrs/week. Participation is mandatory. Deferred Compensation Plan 457(b) Governmental Plan — Available to all employees, regardless of hours worked. Employee Leave Charles County Government full-time employees earn annual, sick, and paid time off (PTO). The County currently recognizes 20 paid holidays throughout the calendar year. Away from work programs like paid parental leave and FMLA are available to employees. Transfer of Sick Leave New hires may be eligible to receive credit for up to 400 hours of sick leave from their previous employer when they begin employment. Work Schedules Most work weeks are 37.5 hrs, and some positions may offer the opportunity for flexible work schedules or allow telework. Additional Fringe Benefits Tuition Reimbursement for full-time employees upon completion of probation period Discounted, Onsite Childcare at a County Government facility. House Keys 4 Employee Program offers assistance to full-time employees who are first-time homebuyers. Free, Employee Wellness Programs Legal Resources (prepaid benefit) Pet Insurance Employee Assistance Program (free, short-term counseling) Benefits eligibility is for employees who work 30 hours or more per week unless otherwise noted. Effective: March 1, 2026