Administrative Specialist II (11546, Grade 22)

Description

The Maryland-National Capital Park and Planning Commission, Prince George's County Department of Parks and Recreation, Northern Recreation and Leisure Services Division is seeking an Administrative Specialist II.

Examples of Important Duties

• Develops office policies and procedures. Research administrative and procedural issues to improve office operations. Reports to Division Chief; makes recommendations to Chief and identifies work processes that might be suitable for automation. Works with staff to develop, lead, and implement workflow plans. Supervises and monitors the ordering, safekeeping, and inventory controls of division equipment and supplies. Coordinates and conducts activities with other Divisions.
• Contacts managers and other staff on behalf of Division Chief to discuss and relay orders on confidential, sometimes critical issues, or to provide information on status of programs and projects. Keeps support staff and managers advised of upcoming scheduled events or deadlines, and initiates steps to ensure deadlines are met.
• Establishes and maintains Outlook calendars for Division Chief and other leadership positions, as it pertains to meeting schedules with internal and external collaborators. Prepares agendas and may attend and take minutes of meetings. May also develop and operate slides for PowerPoint presentations.
• Acts as Division Human Resource Coordinator. Disseminates matters of importance related to personnel and human resources to Division staff. Coordinates Division recruitment process and acts as liaison between the Division and Human Resources on matters related to recruitment. Coordinates the employee evaluation process. Serves as the Division benefits coordinator. Processes human resource documentation for Division staff. Conducts orientation sessions for new employees to explain Division organization, policies, and procedures. Completes personnel paperwork and coordinates with other Commission offices to process. Maintains personnel files, to include records of personnel actions.
• Coordinates technical and administrative support work for review; controls and processes a variety of materials for several administrative functions (finance, purchasing, contracts, human resources, payroll, budget, and other business transactions).
• Prepares a wide variety of sophisticated correspondence. Uses software to enter data, and performs computations using a wide variety of tables, graphs, and statistics. Extracts and compiles data to prepare administrative reports, budget documents, PowerPoint presentations, and executive briefing materials. Makes corrections to ensure error-free final copy.
• Serves as primary contact on administrative matters. Responds to inquiries on status of administrative actions and appropriate processing procedures. Reviews all administrative and operational issues.
• Maintains records for Division revenue and expenditures. Assigns proper accounting codes. Prepares and processes check requests. May serve as custodian of petty cash and/or purchase card, and field purchase order systems. Maintains records of timecards, fixed asset inventory, and other data for Division. Verifies records for accuracy and resolves any discrepancies.
• Composes a variety of technical and administrative documents and comprehensive reports for the Division. May assemble data to prepare departmental administrative or budget status reports. May monitor fiscal expenses and budget for immediate office or designated activity.
• May assist with planning, logistics, implementation, purchasing, and evaluating high-profile meetings/events, both internal, and with external collaborators.
• Coordinates meeting requests, facilities, and travel arrangements for Division staff. Alerts Division Chief and other staff of scheduled events, deadlines, or pending matters.
• During absences, acts on behalf of Division Chief on significant administrative issues requiring initiative and independent judgment.

Minimum Qualifications

• Bachelor’s Degree in Human Resource Management, Finance, Business or any related field.
• Two (2) years of progressively responsible experience in human resource management,finance or any other related field of business administration.
• An equivalent combination of education and experience may be substituted, which together total 6 years.

Supplemental Information

Classification Specification Administrative Specialist II

May be subject to 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.