Administrative Assistant III (12800, Grade 16)

Administrative Assistant IIIThe Maryland-National Capital Park and Planning Commission (M-NCPPC) is a nationally recognized and award-winning agency providing land use planning; stewardship of natural, cultural, and historic resources; and delivery of recreation programs to the communities it serves. The agency operates in the Montgomery and Prince George's County Regions. The agency is seeking an Administrative Assistant III. This position provides administrative support for the facility management teams within the Aquatics and Athletic Facilities Division. This position will monitor and prepare general correspondence, provide assistance as requested/required on matters related to human resources, financial and operating budget, review seasonal staff payroll reports, evaluations, personnel actions, and leave requests.The M-NCPPC offers a competitive salary range of $ 48,563 - $86,008 at the Administrative Assistant III level with an excellent benefits package including generous leave, extensive health coverage, deferred compensation plan, employer's retirement plan, and work-life programs. Salary is commensurate with education and experience. The Commission is an Equal Opportunity Employer and encourages applications from underrepresented groups, women, and persons with disabilities.The hiring range for this position will be $48,563 – midpoint of the advertised salary range and will be based on the candidate's qualifications and experience.Examples Of Important DutiesPrimary Responsibilities:Provide administrative support for the Assistant Division Chief as neededReports to and work with the division's Administrative Supervisor to provide information and service as requested. This may include responding to email requests, as well as preparing memos, charts, graphs, and assistance as needed.Coordinate special projects and assignments.Process confidential personnel information – personnel actions and performance evaluations; maintain personnel filesProcurement: Purchase card transactions, purchase requisitions, check requests, invoice/contract payments, expense reports, timelyProcess ITC User Management forms, and automation requests.Event coordination – location/room logistics, AV needs, meeting invitations, prepare materials and information packets, gather attendance sheets, coordinate catering as needed, etc.Coordinate meetings, assignments, and communication between Regional Managers, Facility Management Teams, and other DPR divisions and offices. Lead all aspects of set-ups and provide materials neededCollect data, create, maintain spreadsheets, and accurately compile and prepare information for various projects, reports, meetings and presentations.Records management – maintain automated tracking system of document flow, as well as keep digital and paper document filing systems as appropriate.Coordinate communications with Facility Services and ITS Divisions, Help Desk, and other M-NCPPC divisions and offices, as neededPrepare correspondence and reportsWork with Facility Management Team in compiling projects and assignmentsDisperse and collect information between the Division Chief, Assistant Division Chief, Regional Managers, Facility Managers, and staffPrepare and disperse meeting agendas; gather/research information for meetingsAssist as requested/required on matters related to personnel, finance, and other issues to include reviewing employment packets, reviewing Personnel Action Requests for manager's approval and reviewing payroll reports for appropriate Accounting Unit, pay rate, and accuracyProvide miscellaneous administrative support for the entire division as neededContract Management and Procurement:Monitor contracts through the Commission routing processSend reminders for all contract renewals to the Facility Management TeamInitiate check requests, record and monitor all payments to contractsWork directly with Facility/Regional Managers to prepare and finalize all information for contractsTrack all existing purchase order balances and transactionsReview and submit invoices for paymentCreate new requisitions and purchase order requestsWork with vendors to ensure accurate documentation has been received and get them set up as active vendors (if they are not)Management of Vending Machine contractsCash Management:Purchase Card (PCard) HolderProcessing PCard transaction requestsVerify available budget funds and ensure the proper budget lines are being usedUpdate, process, maintain and reconcile PCard, monthly transaction logReview and verify PCard transactions and accounting details in LawsonBudgets:Assist in ongoing review of facility budgetsConsolidate budget reports to provide to Assistant Division Chief, Regional and Facility ManagersMinimum Qualifications1. High school diploma or a Certificate of General Educational Development (GED). 2. Four (4) years of progressively responsible experience that includes at least two (2) years in administrative and clerical support work and at least one (1) year of technical support experience in the administrative management areas of the specific position to be filled. 3. An equivalent combination of education and experience may be substituted, which together total 4 years. Working Characteristics:Strong verbal and written communication skillsManagement and leadership experienceStrong computer and MS Office software skills and the ability to learn other Commission resourcesExcellent organizational skillsAnalyticalSupplemental InformationClass/Specification: Administrative Assistant III May be subject to medical, drug and alcohol testing. The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor. Applicants with Disabilities under the Americans with Disabilities Act. If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at the time of applications at or View phone number on click.appcast.io (Maryland Relay 7-1-1) M-NCPPC will make all efforts to reasonably accommodate you.