Administrative Assistant III (13727, Grade HC6)

Description

The Maryland-National Capital Park and Planning Commission, Department of Parks and Recreation, a nationally recognized and award-winning parks department, is seeking an Administrative Assistant III at the Prince George’s Sports and Learning Complex in our Aquatics & Athletics Facilities Division.

The Administrative Assistant will assist with the facility's administrative work program, which has over 20 career staff and is comprised of 10 Units, including Aquatics, Fitness, Gymnastics, Learning Center, Maintenance, Field House & Outdoor Stadium, Events, Youth & Community Programs, and Customer Service. Under general supervision, reviews and processes a variety of materials and documents for one or more functions (e.g. finance, human resources, and payroll). Monitors administrative processes to ensure conformation with policies and procedures. Must use initiative and independent judgment in executing assignments.

Please note: The salary range listed above represents the earning potential for this position. Salary is commensurate with experience.

Examples of Important Duties

• Supports The Director of Administrative Services and the Finance Purchasing Agent by preparing general correspondence, memoranda and reports, maintaining calendars, organizing meetings/conference calls, scheduling meeting rooms, preparing meeting notes, processing mail etc.
• Liaison between unit administrative assistants and division office in terms of document and information flow, as well as provide direction on processes and procedures. Coordinates requirements with department of Human Resources (DHRM).
• Process confidential personnel information - personnel actions and performance evaluations; maintain personnel files, monitor evaluation tracking system and notify managers of due dates to ensure timely submission.
• Process purchase requisitions, credit card purchase requests, check requests, invoice/ contract payments, expense reports, ITC user Management forms, and automation requests.
• Coordination and repair services for all aspects of the administrative office to include computers, copiers. fax machines.
• Meeting Coordination requests - location/room logistics, AV needs, meeting invitations, prepare materials and information packets. Gather attendance sheets, coordinate catering as needed, etc.
• Conduct employee onboarding/exit process to include office set-up equipment needs, system access training on office procedures and submitting termination requests.
• Serves as primary contact and processor for all payroll issues.
• Records management - maintain automated tracking system of document flow, as well, as keep digital and paper document filing systems as appropriate.
• Other duties and special projects, as assigned.

Minimum Qualifications

1. 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.

Preferred Knowledge, Skills and Abilities:

• Administrative experience managing competing priorities in a fast-paced environment.
• Self-Starter, who takes initiative, and can manage work program with minimal supervision.
• Proficiency with MS Office - Outlook, Word, Excel, PowerPoint, etc.
• Discretion handling confidential and sensitive Information; business acumen.
• Impeccable oral, written, and proofreading skills with a focus on accuracy and details.
• Able to mediate fairly and diffuse conflicts between staff and/or patron(s) and rental clients.

Supplemental Information