Job Abstract

Note: Interested candidates Must attach their resume to the application.

Regular Schedule: Non-Merit, 34 hours per week, with some evenings and weekends hours required. Plus County benefits. This position is funded by the 10-year Blueprint for Maryland’s Future Fund.

A Non-Merit vacancy exists in the Department of Economic and Workforce Development.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

Background
Join us in transforming Maryland's education system! The Blueprint for Maryland's Future, a groundbreaking 10-year initiative, is set to revolutionize education by implementing reforms recommended by the Commission on Innovation and Excellence in Education.

This comprehensive plan focuses on five key pillars. Baltimore County Government/DEWD is taking a lead role in Pillar 3, focusing on College and Career Readiness. Preparing students for success in post-secondary education and careers by enhancing curriculum, providing relevant skills, and fostering a growth mindset.

Be part of this groundbreaking journey and contribute to creating a brighter educational landscape for generations to come.

Definition of Responsibility
The Office Administrator will provide administrative support to the Blueprint team in the Department of Economic & Workforce Development and coordinate with partner agencies to support the project.

A list of eligible applicants will be established based on the examination as outlined below.

Job Purpose
Under the supervision of the Blueprint Project Manager, the Office Administrator will serve as the first point of contact for all phone, email, and in-person inquiries.

Essential Job Duties

• Serves as an administrative aide, gathering and interpreting information relative to issues requiring management action.
• Responds and handles constituent inquiries.
• Receives and opens the daily mail and distributes it to staff.
• Monitors departmental email boxes and distributes and responds to emails as necessary.
• Coordinates, schedules, and attends meetings, conferences, and hearings, which many 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.
• Creates, organizes and maintains electronic files, forms, reports and excel spreadsheets.
• Develops power point presentations for a variety of programming.
• Manage the outreach calendar for staff involved in the Blueprint project, ensuring it includes all upcoming deadlines and events.
• Makes travel arrangements and secures itineraries.
• Submits on mileage and expense reports for reimbursement.
• Receives, screens, and prioritizes the handling of telephone calls and correspondence.
• Coordinates logistics and schedules related to special events, expos, ceremonies and functions.
• Operates office machinery and 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.
• Develops forms needed to complete office work processes.
• Creates and maintains complex electronic and manual filing systems.
• Extracts and summarizes information and to prepare correspondence and reports. Input data accurately into excel spreadsheets and other data sources.
• Provides assistance as necessary to reserve meeting rooms and set up A/V equipment in DEWD Offices and facilities available for use across the county.
• Provides guidance and assistance with the onboarding process with Workday/payroll and training.
• Assists in the development of the DEWD Blueprint Newsletter; collaborate with the marketing team to create newsletter materials.
• Distributes to all DEWD/WDB staff and business partners.
• Requests Work Orders on-line from Baltimore County Property Management as needed.
• Orders all office supplies for Blueprint staff, and researchers and submits purchase orders required for program.
• Orders and maintains up to date agency business cards for Blueprint staff.
• Updates Departmental shared phone directory and distributes to DEWD staff and external partners.
• Prepares orders for Central Printing as requested by the Blueprint team.
  
  

Education and Experience

• High School Diploma or GED Equivalent
• Four years secretarial experience, two of which was providing primary secretarial support to a key administrator
• Advanced proficiency in MS Word, Excel, PowerPoint, SharePoint, OneNote, and Video Conferencing (WebEx, TEAMS, Zoom, etc.)
• Experience providing administrative support, multi-tasking, and prioritizing in a fast-paced environment required
• Excellent organizational skills
• Strong verbal and written communication skills
• Ability to understand and interpret policies and procedures
• Excellent customer service skills
• Able to handle sensitive and confidential information

• Bachelor’s degree
• Prior experience with county government or in the K-12 school system

• Knowledge of modern office practices and procedures, including filing systems.
• Knowledge of administrative support functions, such as personnel, budget, and purchasing.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skilled in the operation of office machines as listed in essential duties.
• Ability to interpret, explain, and follow County and departmental rules and regulations.
• Ability to assist in developing budgets and monitoring expenditures.
• Ability to establish and maintain effective working relationships and communicate effectively with internal and external constituents.
• Ability to coordinate, assign, and review the work of others.
• Ability to establish deadlines, create project schedules, and guidelines for completion of various tasks.

Physical and Environmental Conditions
Applicants selected for employment may be required to work evenings, nights, and weekends as needed.

Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.

Please Note: This position is funded by the 10-year Blueprint for Maryland’s Future Fund.