6 Office Administrator (HHS/Finance and Administration) Jobs in Towson, MD
Baltimore County, MD is Hiring an Office Administrator (HHS/Finance and Administration) Near Towson, MD
DESCRIPTION
BENEFITS
QUESTIONS
Pay Schedule VI, Grade 23, Regular Schedule: 35 hours per week
A vacancy exists in the Department of Health and Human Services, HHS Finance and Administration Operations.
A list of eligible applicants will be established based on the examination as outlined below.
Current and future vacancies occurring within this class may be filled from the list of eligible applicants.
This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.
All interested candidates must apply at this time.
List all promotions and changes in job duties due to reclassification as separate work experience 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 mustattach your transcript(s)/degree(s) and professional license(s)/certification(s) to your application. Unofficial copies are acceptable.Failure to submit proof of Licenses, Certifications and Educationwill result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.
Examples of Duties
Job Purpose
Under general supervision, serves as an administrative aide for County departments or assists management by providing direct administrative support in areas such as personnel and budget administration, purchasing, and other office functions.
Essential Job Duties
- Serves as an administrative aide, gathering and interpreting information relative to issues requiring management action.
- Responds and handles constituent inquiries.
- Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies
- Plans, organizes, manages, and/or supervises the administrative and clerical support staff.
- Assists in the development of a limited to moderate size budget.
- Creates and processes and/or approves purchase orders.
- Receives and verifies bills.
- Monitors expenses made against budget accounts.
- Balances and reconciles records.
- Prepares a variety of legislative documents.
- Prepares and processes personnel related documents and forms.
- Completes Personnel Requisition Forms, entry, change, and termination tickets, and tracks and documents leave usage, including family and medical leave.
- Receives, investigates, and resolves inquiries, requests, and complaints.
- Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require management signature.
- Analyzes records requiring the interpretation and application of guidelines and procedures.
- Maintains calendar for management.
- Makes travel arrangements and secures itineraries and processes reimbursement requests.
- Receives, screens, and prioritizes the handling of telephone calls and correspondence.
- Coordinates special ceremonies and functions.
- Uses automated office systems, such as word processing equipment, or a computer to generate a variety of documents, including memos, letters, reports, lists, tables, and graphs.
- Sets standard format for office documents.
- Develops forms needed to complete office work processes.
- Creates and maintains complex electronic and manual filing systems.
- Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
- Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons.
- Follows up on assignments and decisions made at meetings.
- Operates office machinery such as, microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
May take verbatim notes.
Performs other related duties as required.
NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.
Qualifications
Possession of a high school diploma or an appropriate equivalent
Plus
At least three years' typing, word processing, or secretarial experience.
Additional education may be substituted on a year-for-year basis for the required experience.
Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.
Knowledge, Skills, and Abilities (Entry Level)
- Knowledge of modern office practices and procedures, including filing systems.
- Knowledge of administrative support functions, such as personnel, budget, and purchasing.
- Knowledge of spelling, grammar, and arithmetic.
- Knowledge of word processing, database management, and spreadsheet software packages.
- Skill in use of automated office systems and word processing, database management, and spreadsheet software packages.
- Skill in the operation of office machines as listed in essential duties.
- Skill in performance of mathematical computations.
- Ability to extract and summarize information and to prepare correspondence and reports.
- Ability to interpret, explain, and follow County and departmental rules and regulations.
- Ability to assist in developing budgets and monitoring expenditures.
- Ability to prepare documents relating to personnel, budget, and purchasing.
- Ability to establish and maintain effective working relationships.
- Ability to take verbatim notes.
- Ability to communicate effectively.
- Ability to coordinate, assign, and review the work of others.
- Ability to establish deadlines, schedules, and guidelines for completion of projects.
- Ability to type from plain copy at a rate equivalent to 40 WPM.
- Knowledge of County and departmental rules, regulations, policies, and procedures.
- Thorough knowledge of word processing, database management, and spreadsheet software packages.
- Skill in supervision or oversight of support functions and staff.
- Skill in resolving administrative problems and complaints.
- Skill in the composition and production of documents related to personnel, budget, and purchasing.
- Skill in extracting and summarizing information, and in preparing correspondence and reports.
- Ability to investigate and resolve inquiries and complaints for an agency.
- Ability to coordinate the administrative support of boards and commissions.
- Ability to effectively transmit management decisions to staff and other interested parties.
- Ability to keep management informed of issues requiring their attention.
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.
Mail or deliver documents to:
ATTN: Office Administrator F and A
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204
You mustattach your transcript(s)/degree(s) and professional license(s)/certification(s) to your application. Unofficial copies are acceptable.
EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.
Conditions of Employment
Employees hired after July 1, 2022 are required to participate in the Baltimore County Employees’ Retirement System, with very limited exceptions.
Physical and Environmental Conditions
The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.
Medical Examination and Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.
308 Allegheny Avenue
Towson, Maryland, 21204
Pay Schedule VI, Grade 23, Regular Schedule: 35 hours per week
A vacancy exists in the Department of Health and Human Services, HHS Finance and Administration Operations.
A list of eligible applicants will be established based on the examination as outlined below.
Current and future vacancies occurring within this class may be filled from the list of eligible applicants.
This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly.
All interested candidates must apply at this time.
List all promotions and changes in job duties due to reclassification as separate work experience 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 mustattach your transcript(s)/degree(s) and professional license(s)/certification(s) to your application. Unofficial copies are acceptable.Failure to submit proof of Licenses, Certifications and Educationwill result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.
Examples of Duties
Job Purpose
Under general supervision, serves as an administrative aide for County departments or assists management by providing direct administrative support in areas such as personnel and budget administration, purchasing, and other office functions.
Essential Job Duties
- Serves as an administrative aide, gathering and interpreting information relative to issues requiring management action.
- Responds and handles constituent inquiries.
- Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies
- Plans, organizes, manages, and/or supervises the administrative and clerical support staff.
- Assists in the development of a limited to moderate size budget.
- Creates and processes and/or approves purchase orders.
- Receives and verifies bills.
- Monitors expenses made against budget accounts.
- Balances and reconciles records.
- Prepares a variety of legislative documents.
- Prepares and processes personnel related documents and forms.
- Completes Personnel Requisition Forms, entry, change, and termination tickets, and tracks and documents leave usage, including family and medical leave.
- Receives, investigates, and resolves inquiries, requests, and complaints.
- Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require management signature.
- Analyzes records requiring the interpretation and application of guidelines and procedures.
- Maintains calendar for management.
- Makes travel arrangements and secures itineraries and processes reimbursement requests.
- Receives, screens, and prioritizes the handling of telephone calls and correspondence.
- Coordinates special ceremonies and functions.
- Uses automated office systems, such as word processing equipment, or a computer to generate a variety of documents, including memos, letters, reports, lists, tables, and graphs.
- Sets standard format for office documents.
- Develops forms needed to complete office work processes.
- Creates and maintains complex electronic and manual filing systems.
- Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
- Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons.
- Follows up on assignments and decisions made at meetings.
- Operates office machinery such as, microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
May take verbatim notes.
Performs other related duties as required.
NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.
Qualifications
Possession of a high school diploma or an appropriate equivalent
Plus
At least three years' typing, word processing, or secretarial experience.
Additional education may be substituted on a year-for-year basis for the required experience.
Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.
Knowledge, Skills, and Abilities (Entry Level)
- Knowledge of modern office practices and procedures, including filing systems.
- Knowledge of administrative support functions, such as personnel, budget, and purchasing.
- Knowledge of spelling, grammar, and arithmetic.
- Knowledge of word processing, database management, and spreadsheet software packages.
- Skill in use of automated office systems and word processing, database management, and spreadsheet software packages.
- Skill in the operation of office machines as listed in essential duties.
- Skill in performance of mathematical computations.
- Ability to extract and summarize information and to prepare correspondence and reports.
- Ability to interpret, explain, and follow County and departmental rules and regulations.
- Ability to assist in developing budgets and monitoring expenditures.
- Ability to prepare documents relating to personnel, budget, and purchasing.
- Ability to establish and maintain effective working relationships.
- Ability to take verbatim notes.
- Ability to communicate effectively.
- Ability to coordinate, assign, and review the work of others.
- Ability to establish deadlines, schedules, and guidelines for completion of projects.
- Ability to type from plain copy at a rate equivalent to 40 WPM.
- Knowledge of County and departmental rules, regulations, policies, and procedures.
- Thorough knowledge of word processing, database management, and spreadsheet software packages.
- Skill in supervision or oversight of support functions and staff.
- Skill in resolving administrative problems and complaints.
- Skill in the composition and production of documents related to personnel, budget, and purchasing.
- Skill in extracting and summarizing information, and in preparing correspondence and reports.
- Ability to investigate and resolve inquiries and complaints for an agency.
- Ability to coordinate the administrative support of boards and commissions.
- Ability to effectively transmit management decisions to staff and other interested parties.
- Ability to keep management informed of issues requiring their attention.
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.
Mail or deliver documents to:
ATTN: Office Administrator F and A
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204
You mustattach your transcript(s)/degree(s) and professional license(s)/certification(s) to your application. Unofficial copies are acceptable.
EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.
Conditions of Employment
Employees hired after July 1, 2022 are required to participate in the Baltimore County Employees’ Retirement System, with very limited exceptions.
Physical and Environmental Conditions
The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.
Medical Examination and Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.
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 Employees Federal Credit Union
Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.
Direct Deposit
Payroll through direct deposit to the financial institution selected by employee is required.
Educational Assistance
70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.
Deferred Compensation
Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.
Disclaimer
This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.
Job Summary
Full Time
$57k-76k (estimate)
04/25/2024
06/24/2024
The job skills required for Office Administrator (HHS/Finance and Administration) include Life Insurance, Promotion, etc. Having related job skills and expertise will give you an advantage when applying to be an Office Administrator (HHS/Finance and Administration). That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Office Administrator (HHS/Finance and Administration). Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Office Administrator (HHS/Finance and Administration) positions, which can be used as a reference in future career path planning. As an Office Administrator (HHS/Finance and Administration), it can be promoted into senior positions as an Administrative Director that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Office Administrator (HHS/Finance and Administration). You can explore the career advancement for an Office Administrator (HHS/Finance and Administration) below and select your interested title to get hiring information.
If you are interested in becoming an Office Administrator, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become an Office Administrator for your reference.
Step 1: Understand the job description and responsibilities of an Accountant.
Quotes from people on Office Administrator job description and responsibilities
The office administrator will work closely with staff to provide administrative support and delegate tasks to members of the administrative team to facilitate efficient workflow.
01/16/2022: Santa Cruz, CA
Office administrators are responsible for administrative and organizational tasks, and they make sure that employees remain focused on assigned tasks.
02/16/2022: La Crosse, WI
Office Administrator ensures general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning.
01/18/2022: Portland, ME
The Office Administrator is ensuring the security of office records/classified materials, equipment and office machines.
01/09/2022: Twin Falls, ID
The Office Administrator prepare, format and quality check documents such as reports, spreadsheets, fee proposal letters, memos, minutes, etc., using Microsoft Office applications.
02/20/2022: Provo, UT
Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Office Administrator jobs
Office Administrator must possess adaptability to work under pressure.
12/28/2021: York, PA
Must be proficient with technology (Google Drive, MS Office, etc.).
02/26/2022: Newport News, VA
To become a Office Administrator he/she must have the ability to use a desktop computer and office suite software packages.
12/15/2021: Canton, OH
Proven experience as an office administrator, office assistant or relevant role.
01/20/2022: Charleston, WV
Excellent knowledge of MS Office and office management software (ERP etc.).
02/20/2022: Huntington, WV
Step 3: View the best colleges and universities for Office Administrator.
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