Description

The Prince George's County, Department of Parks and Recreation, Parks and Facilities Management, is seeking a highly skilled Administrative Assistant to join our administrative team and support the Deputy’s Office. The position reports directly to the Administrative Specialist I.
Candidate should be well-versed in technical support work performed to control, review, and process a variety of materials and documents in one or more administrative management areas such as finance, contracting and purchasing, human resources, or planning board support. Responsibilities consist of collecting, compiling, preparing, and processing data and confidential information, actions and documents, reporting data or transactions, and performing other types of business processing. Incumbents are tasked with ensuring accuracy, timeliness, reliability, and procedural compliance of a range of technical support work.
We are looking for candidates that possess effective communication skills, organization, time management, and proficiency in Microsoft Office (Word, Excel, Outlook, Teams). The candidate should also be comfortable with learning and using various forms of technology/systems, possess a strong work ethic, and able to balance multiple requests and meet target dates for various work programs. Generally, the work hours are 8:30am – 5:00pm, Monday through Friday.

Examples of Important Duties

• Assists with the review and/or preparation of all correspondence for the Chairman, Director, and Deputy Director's signatures.
• Receives, opens, and screens mail/emails. Reviews personnel actions, correspondence, and financial documents for accuracy, initiates corrective action when necessary and maintains an accurate updated log. Meets all deadlines associated with preparing or coordinating correspondence, personnel actions, logs, and reports.
• Orders office supplies and equipment. Maintains and organizes supply inventory. Ensures that ordered materials are in a consistent place. Effectively manages the office in the absence of supervisory personnel.
• As needed, coordinates meetings for the Deputy Director, both with inter-agency staff, as well as with outside agencies. When necessary, follows through with written or verbal confirmation.
• Coordinates staff calendars to ensure that staff meets regularly to discuss large ongoing projects. Assists in booking conference rooms and ordering catering or refreshments as needed.
• Event coordination – location/room logistics, AV needs, meeting invitations, prepare materials and information packets, gather attendance sheets, etc.
• Provides monthly financial reports against office log to ensure accuracy and initiatives appropriate research and follow-through on outstanding items. Process purchase requisitions, check requests, invoice/contract payments, expense reports, and ensures vendors have been paid through appropriate follow-up.
• Serves as custodian of petty cash and purchase card holder.
• Maintains confidential and personnel files. Searches files and other sources to answer questions and solve problems. Maintains an accurate tracking system for evaluations, financial documents, and correspondence received with the ability to generate reports as requested. Keeper of both digital and paper filing system, sorted and filed according to office naming conventions.
• Responsible for the care and maintenance of Xerox Printer. Assists staff with printer issues and ensures follow-up when further assistance is required.
• Purges files in accordance with Records Retention Schedule. Follows and tracks life-cycle of written communication coming through the Deputy Director's office to ensure that it is free from grammatical and typographical mistakes.
• Provides direction to Seasonal Administrative Assistant.

• Self-starter who takes initiative, and can manage a 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.

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.

Supplemental Information

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 require greater physical effort on an incidental basis.
Class/Specification: Administrative Assistant III
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.