Training Support Specialist (Office Support Specialist)

Training Support Specialist (Office Support Specialist)

This position announcement will be used to fill a full-time, represented, safety-sensitive Training Support Specialist (Office Support Specialist) position in the Detention Facilities with Anne Arundel County.

This is advanced level office support work requiring special skills and knowledge in a specific program area. Personal contacts are with county managers, employees, the general public, other municipal or private sector agencies for the purpose of receiving and exchanging information, explaining procedures to facilitate a process, provide a service, or resolve operating problems.

Work involves serving as the primary office support employee for an organizational unit, with responsibility for coordinating varied and extensive office support work for a designated area or function such as budget, finance, human resources, procurement, public works, planning, recreation, public safety, etc. Employees in this class carry out varied and extensive office support services. The employee plans and carries out tasks independently, determining the sequence of work, obtaining necessary data or information, and selecting appropriate methods and procedures to accomplish work. Problems encountered in carrying out assignments are resolved in accordance with office policies and accepted practices. Guidelines consist of County Code and/or legislation, administrative procedures, and written or verbal instructions from the supervisor. The employee must exercise independent judgment in locating, selecting, and applying the appropriate law, rule, regulation, or procedures to a specific situation. The work consists of a variety of administrative processes and methods, including the use of office automation systems and computer applications to produce correspondence, reports, and other documents in a variety of formats. The work products support and affect the accuracy, reliability, and timeliness of office programs, services, and functions. The work consists of operating a computer keyboard or video display terminal.

Examples of Duties and Knowledge, Skills and Abilities

Uses personal computer and other office automation equipment and appropriate software applications to develop, utilize and maintain databases and prepare reports and correspondence. Monitors and records expenditures of accounts, grants, budgets, and petty cash according to office procedures and generally accepted accounting standards. Monitors and may in some cases control usage of budget allotments, equipment, supplies, and capital assets in support of program objectives. Maintain fiscal records, checks computations, verifies transactions, reconciles receipts with control records, and reconciles financial statements. Maintains files for accounts payable and payroll records for large-size organization. Provides office support for court ordered community service program. Maintains inmate commitment status, and verifies release of inmates. Processes invoices, prepares reports for CIP. Resolves discrepancies in purchasing and receiving orders, processes invoices and assists in preparing service contracts. Assist with creating, organizing, and collecting materials needed for training courses. Act as a liaison between the Training Unit and vendor contract supervisors for registration in New Employee Orientation. Assist with organizing digital paper files. Enter and track training within a dedicated Database (training will be provided). Maintain a system to regularly file and purge data from physical training files. Training file information is purged annually based on a retention schedule. Use discretion when determining when problem solving needs to be escalated or handled at the level of the OSS. Maintain inventory of office and training related supplies and establish re-order points. Submit requisitions timely based on re-order points or at the direction of the Training Director. Performs related work as required.

Knowledge, Skills, and Abilities: Thorough knowledge of modern office practices, procedures, and equipment. Thorough knowledge of business English, spelling, and arithmetic. Thorough knowledge of departmental rules, regulations, procedures, and functions. Considerable knowledge of office record keeping and reporting. Ability to use a personal computer and software applications. Ability to plan, organize and supervise the work of employees performing a variety of clerical functions. Ability to develop effective office work procedures. Ability to understand and follow complex oral or written instructions. Ability to prepare operating and statistical tabulations and reports. 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 orally and in writing. Assist with creating, organizing, and collecting materials needed for training courses for all training delivered by the Anne Arundel County Dept. of Detention Facilities. Complete duties to assist the Training Director and Training Coordinators with organizing digital and paper files of all training-related documents and other relevant documents as determined by established policies for inclusion in employee and contractor training files. Maintain a system to purge data from physical training files of employees/contractors on an annual basis for all training older than 6 years and archiving files of employees/contractors that are separated from County employment. Greet all stakeholders (internal and external) and assist with answering incoming telephone calls. Use discretion to determine when problem-solving can remain at the Training Support Specialist's level or should be escalated to the Training Director's attention. Maintain inventory of office and training-related supplies, establish reorder points for relevant items, and submit requisitions timely based on re-order points or at the direction of the Training Director. Assist with maintaining employee training information in the Skills Manager database required for certification with the Maryland Police & Correctional Training Commissions.

Minimum Qualifications

Education: Graduation from high school. Experience: Four (4) or more years of experience in progressively responsible office support work. PLEASE NOTE: - The selection process includes a comprehensive background investigation and medical evaluation. - This is a safety sensitive position and employees in this position are subject to Controlled Dangerous Substance (CDS) and Alcohol testing. - Longevity pay is available based on years of service.

Supplemental Qualifications

Preferences will be given to applicants who possess the following: 1. Experience with creating, organizing, and collecting materials needed for training courses for all training delivery types. 2. Ability to organize digital and paper files of all training-related documents and other relevant documents. 3. Ability to maintain a training database. 4. Experience with a public safety agency, preferably in Detention/Corrections, or related government experience. 5. Experience with Google Sheets/Microsoft Excel and Adobe Pro (for creating/merging documents).