Administrative Specialist I (12406, Grade 18)

The Maryland-National Capital Park and Planning Commission, Prince George's County, Department of Parks and Recreation, is seeking an Administrative Specialist I to support the Deputy Director of Recreation and Leisure Services. Duties will include providing administrative support to the Deputy Director, assisting in the development, implementation, and management of programs and policies for the Department's operations. The position will also supervise subordinate administrative staff.

Summary

Responsibilities include technical support: collecting, compiling, preparing, and processing data and confidential information, and documents; reporting data or transactions; and performing other types of business processes. The position will be tasked with ensuring the accuracy, timeliness, reliability, and compliance of information and operations for the Office of the Deputy Director.

The starting salary range for this position will be $54,436.00 - $75,296 and will be based on the candidate's qualifications.

Office Management

• Manages and administers the office workflow and reviews priorities, ensuring maximum productivity.
• Effectively supervises Administrative Assistant III; conducts performance evaluations, establishes performance goals, provides counseling, oversees the work, and ensures professional development.
• Schedule and approve support staff work program.
• Effectively develops and administers office policies and procedures. Makes recommendations to the Deputy Director and implements procedures to streamline operational processes.
• Serve as the liaison between staff and Bi-County departments and guide personnel, financial, and administrative matters.
• Oversee records management, including electronic and manual file systems (manuals, forms, reports, etc.), ensuring organized and easily accessible information.
• Maintains current Commission policies and procedure manuals, i.e., Administrative Practices, Class Specifications, Merit Rules and Regulations, Purchasing and Case Management procedures.
• Maintain a professional, positive environment.
  
  

Coordinate Deputy Director Calendar

• Oversight of day-to-day appointments, meetings, and events to ensure that the Deputy Director is prepared and adequately informed of the events.
• Coordinate meetings with various staff and agencies on behalf of the Deputy Director.
• Prepare meeting agendas, minutes, attend meetings as needed and compile supporting documents.
• Coordination of meeting logistics, equipment, and refreshments, etc.
  
  

Coordinate Correspondence

• Coordinate correspondence for the Chairman, Director and Deputy Director's signature promptly.
• Disseminate guidelines for correspondence for the Chairman, Director, and Deputy Director's signature on time.
• Serve as executive sponsor liaison for the Department’s Workplace Culture programs, which include preparing meeting agendas, minutes, and supporting coordination of events for the Culture Council.
  
  

Liaison with Government Agencies, the Public, and Commission Staff

• Serve as liaison between both internal and external departments, and agencies, and the general public.
• Receive, screen, and monitor communications. Discuss with Deputy and follow through as directed.
• Exercise independent judgment and follow-through to resolve issues as required.
  
  

Budget Preparation and Monitoring

• Serve as purchasing and contracting coordinator which may include preparing informal bid solicitations/requesting vendor quotes, processing requisitions, purchase reconciliations, and purchase card administration.
• Assist with budget preparation for the work unit.
• Monitor and control expenditures within the Office of the Deputy Director.
• Oversee purchase and selection of equipment, materials, and supplies.
• Accurately maintain fixed asset inventory.
• Assist Deputy Director with the approval of online purchasing.
• Assemble and coordinate Service Level Agreement (SLA) tracking updates.
• Bachelor's Degree in Human Resource Management, Finance, Business, or any related field.
• One (1) year of experience in human resource management, finance or any other related area of business administration.
• An equivalent combination of education and experience may be substituted, which together total 5 years.
  
  

Preferred Knowledge, Skills & Abilities

• Bachelor’s degree in Human Resource Management, Finance, Business or any related field.
• Self-starter, who takes initiative, and can manage work program with minimal supervision.
• Proficiency in use of Microsoft 365 (Outlook, Excel, Word, Teams, PowerPoint, Teams, SharePoint).
• Discretion handling confidential and sensitive information; business acumen.
• Impeccable oral, written, and proofreading skills, with a focus on accuracy and a keen sense of attention to detail.
• Proficiency in use and knowledge of office practices and procedures to include supervision, customer service, budgeting, purchasing, records retention, meeting coordination & minute compilation, and human resource management.
• Ability to manage and prioritize multiple assignments.
• Strong social skills to interact optimally within the Division, but also with internal and external stakeholders.
  
  

Classification Specification: Administration Specialist I

May be subject to medical, drug and alcohol testing.

Working Conditions

Works in an office setting; may work outdoors briefly on an incidental basis. Work is primarily sedentary and requires very light to light physical effort. May be subject to various job demands such as high volume of work and tight deadlines.

Diversity Statement

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 301-454-1411 (Maryland Relay 7-1-1) M-NCPPC will make all efforts to reasonably accommodate you.