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Summary
Performs secretarial and office management work in support of department operations. The work involves serving as secretary to a department head or higher-level county official and acting as principal office assistant to the department; or performing equivalent duties of an administrative/technical nature. Positions may provide work direction to other clerical staff in the unit. Workers initiate their own daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.
Essential Job Functions
May provide work and/or functional supervision of clerical staff in the department.
Manages supervisor’s schedule and maintains supervisor’s calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.
Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.
Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; research files and records and compiles data for supervisor’s review; prepares memos, notes, and reports for supervisor.
Processes on behalf of the office administrative actions such as budget, fiscal, payroll, personnel, purchasing actions prepares and follows up on actions to ensure proper completion and takes necessary steps to resolve problems or expedite actions.
Communicates throughout the county and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor’s views are known, or as otherwise authorized.
Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.
Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notify parties of changes in procedures or requirements, instruct others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files containing such data, managing such information to provide information to unit management and to generate reports.
Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.
Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
Receives, screens and routes mail; directs items to other staff or County offices as appropriate.
Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.
Produces a variety of typed or word-processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections; ensures adherence to established style guides and formats.
Performs technical administrative work involving the processing of technical financial, personnel or other actions requiring a knowledge of the technical rules and procedures governing such matters.
Qualifications, Knowledge, Skills, and Abilities
Education and Experience
High school diploma or GED, including or supplemented by courses in office practices.
Three years of progressively responsible office clerical and secretarial experience.
Licenses or Certificates
May require a valid driver’s license.
Special Requirements/Qualifications:
Ability to maintain client confidentiality.
Knowledges, Skills, and Abilities
Knowledge of modern office procedures and practices including operation of office appliances such as calculators, computers, typewriters, and word processors.
Knowledge of secretarial and office management procedures and practices.
Ability to provide office management and related services to a department.
Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
Ability to assist the public, clientele, and others to utilize services by explaining, instructing, and advising them regarding their needs and requests and the services provided.
Ability to supervise the work of clerical staff.
Ability to perform general office clerical work quickly and efficiently.
Additional Information
PHYSICAL DEMANDS
The work is mostly sedentary with periods of light physical activity and is performed in office surroundings. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and use fingers to operate computer or typewriter keyboards. The work requires the ability to speak normally and to use normal or aided vision and hearing.
WORK ENVIRONMENT
Principal duties of this job are performed in a general office environment.
Department/Divisions: Planning and Growth Management/Codes, Permits & Inspection Services and Planning
Pay Grade: 109
FLSA Status: Non-Exempt
Telework Eligible: Yes
Reports to: Chief of Codes, Permits & Inspection Services or Planning Director
Supervises: May supervise PGM Support Specialists
BENEFITS AT A GLANCEBenefits eligibility is for employees who work 30+ hours/week unless noted belowFor more information about benefits visit: https://www.charlescountymd.gov/government/departments/human-resources/benefits 15 PAID HOLIDAYSANNUAL LEAVE Begin employment by accruing 8 hours a month (sliding scale based on hours worked)SICK LEAVE Accrue 7.5 hours a month (sliding scale based on hours worked)HEALTH INSURANCE – County PAYS 70% of cost (sliding scale based on hours worked) Blue Choice Advantage, Prescription & Vision Blue Choice HMO Open Access, Prescription & Vision CareFirst Dental Delta DentalRETIREE HEALTH INSURANCE – Health Reimbursement Arrangement. New hires who elect health insurance coverage with Charles County Government (CCG) will be enrolled in a Voluntary Employee Beneficiary Account (VEBA). Upon retirement or separation from employment, you will be able to use the funds in the VEBA account to pay for your health insurance premiums and other qualified medical expenses. You are required to contribute $25.92 per pay period (via payroll deduction). CCG will also make a contribution of $77.44 per pay period ($2,013.44/year). The contribution may be adjusted each year based on the Consumer Price Index (CPI).PENSION PLAN (Defined Benefit Retirement Plan)*In order to be eligible for the pension plan, you must work at least 37.5 hours a week. County Pension Plan – Non-Public Safety, Mandatory Participation 4% employee contribution County Pension Plan – Public Safety, Mandatory Participation 7% employee contribution Sheriff’s Office Retirement Plan – Communications, Mandatory Participation 7% employee contribution Sheriff’s Office Retirement Plan – Sworn, Mandatory Participation 8% employee contribution Sheriff’s Office Retirement Plan – Corrections, Mandatory Participation 7% employee contributionDEFERRED COMPENSATION PLAN (457(b) Governmental Plan)*Available to all employees, regardless of hours worked. Mass Mutual MetLife Nationwide Retirement SolutionsLIFE INSURANCE No charge to employee (Valued at 1.5x the employee’s annual salary, not to exceed $250,000) Supplemental insurance available for additional cost Dependent life insurance available for additional costLONG TERM DISABILITY INSURANCE – No charge to employee Benefit pays 60% of salary at date of disability up to $5,000/monthFLEXIBLE SPENDING ACCOUNT Medical and Dependent CareAFLAC SUPPLEMENTAL INCOME PRODUCTS Accident Policy and Critical Illness PolicyLEGAL RESOURCES A prepaid Legal Resource benefitONSITE CHILDCARE AT A DISCOUNTED RATE Located at the Community Services building (8190 Port Tobacco Road, Port Tobacco, MD 20677)HOUSE KEYS 4 EMPLOYEE PROGRAM – Up to a $7,500, 0% interest loan, to be used for a down payment or closing cost toward a new home in Charles County. For eligible full-time employees who are first time home buyers.EMPLOYEE ASSISTANCE PROGRAM