Overview
Administrative Officer (15040, Grade 22) Jobs in East Riverdale, MD at The Maryland-National Capital Park and Planning Commission
Description
The Maryland National Capital Park and Planning Commission, Department of Parks and Recreation, Prince George’s County, a six-time Gold Medal award winning agency, is seeking an organized, detail-oriented, resourceful, self-motivated Administrative Officer to join the Park Planning and Environmental Stewardship Division. This team committed to promoting sustainability, ecological conservation, and responsible land management. Through innovative environmental initiatives, the division focuses on preserving natural resources, enhancing biodiversity, and fostering community engagement in conservation efforts. If you are a hardworking team-player who enjoys variety, then we have just the position for you!
As an Administrative Officer in the PPES, you will support the Division Chief, and up to thirty career staff, and any number of seasonal/intermittent staff. Your work will be a key component in assisting the PPES team as they lead a wide range of capital projects, and address pressing matters as they arise. This position supervises internal and external administrative functions. Employee performs other duties as assigned. In addition to a thorough daily routine, the person in this position is also focused on taking the lead with administrative projects as assigned by the Division Chief.
Our ideal candidate has:
Knowledge of the principles, methods, techniques, and practices of administrative management in general
Skill in rapidly acquiring proven understanding of sophisticated matters
Ability to prepare accurate, complete, and timely analyses of administrative management matters
Considerable problem-solving skills
Experience managing and implementing office policies and procedures
Experience conducting research on varied topics with short timelines
Experience with project management
Excellent digital literacy and comfort using MS Office programs, Adobe, and internet search engines
Knowledge of Microsoft Teams and ability to help others participate in virtual meetings.
Experience drafting and proof-reading correspondence
Experience providing substantive administrative support in a fast-paced office environment
High emotional intelligence and a desire to work as part of a team
Examples of Important Duties
Specific work functions include, but are not limited to:
Develops office policies and procedures. Research administrative and procedural issues to improve office operations. Reports to Division Chief; makes recommendations to Chief and identifies work processes that might be suitable for automation. Works with staff to develop, lead, and implement workflow plans. Supervises and monitors the ordering, safekeeping, and inventory controls of division equipment and supplies. Coordinates and conducts activities with other Divisions.
Contacts managers and other staff on behalf of Division Chief to discuss and relay orders on confidential, sometimes critical issues, or to provide information on status of programs and projects. Keeps support staff and managers advised of upcoming scheduled events or deadlines, and initiates steps to ensure deadlines are met.
Establishes and maintains Outlook calendars for Division Chief and other leadership positions, as it pertains to meeting schedules with internal and external collaborators. Prepares agendas and may attend and take minutes of meetings. May also develop and operate slides for PowerPoint presentations.
Acts as Division Human Resource Coordinator. Disseminates matters of importance related to personnel and human resources to Division staff. Coordinates Division recruitment process and acts as liaison between the Division and Human Resources on matters related to recruitment. Coordinates the employee evaluation process. Serves as the Division benefits coordinator. Processes human resource documentation for Division staff. Conducts orientation sessions for new employees to explain Division organization, policies, and procedures. Completes personnel paperwork and coordinates with other Commission offices to process. Maintains personnel files, to include records of personnel actions.
Coordinates technical and administrative support work for review; controls and processes a variety of materials for several administrative functions (finance, purchasing, contracts, human resources, payroll, budget, and other business transactions).
Prepares a wide variety of sophisticated correspondence. Uses software to enter data, and performs computations using a wide variety of tables, graphs, and statistics. Extracts and compiles data to prepare administrative reports, budget documents, PowerPoint presentations, and executive briefing materials. Makes corrections to ensure error-free final copy.
Serves as primary contact on administrative matters. Responds to inquiries on status of administrative actions and appropriate processing procedures. Reviews all administrative and operational issues.
Maintains records for Division revenue and expenditures. Assigns proper accounting codes. Prepares and processes check requests. May serve as custodian of petty cash and/or purchase card, and field purchase order systems. Maintains records of timecards, fixed asset inventory, and other data for Division. Verifies records for accuracy and resolves any discrepancies.
Composes a variety of technical and administrative documents and comprehensive reports for the Division. May assemble data to prepare departmental administrative or budget status reports. May monitor fiscal expenses and budget for immediate office or designated activity.
May assist with planning, logistics, implementation, purchasing, and evaluating high profile meetings/events, both internal, and with external collaborators.
Coordinates meeting requests, facilities, and travel arrangements for Division staff. Alerts Division Chief and other staff of scheduled events, deadlines, or pending matters.
During absences, acts on behalf of Division Chief on significant administrative issues requiring initiative and independent judgment.
Minimum Qualifications
Bachelor’s Degree in Human Resource Management, Finance, Business or any related field.
Two (2) years of progressively responsible experience in human resource management, finance or any other related field of business administration.
An equivalent combination of education and experience may be substituted, which together total 6 years.
Preferred Qualifications:
Knowledge of administrative management principles, methods, techniques, and practices
Skill in preparing accurate, complete, and timely analyses of administrative management matters
Active participation in office management, including clerical tasks such as ordering supplies, managing office equipment, conducting short-term research projects, and drafting and proof-reading correspondence
Strong social skills to interact optimally within the Division and with internal and external collaborators
Proficiency in the Microsoft Office suite, SharePoint, Teams, and specialized software, including Adobe Sign, time and attendance management, recruitment and onboarding, and finance and accounting
Exceptional organizational skills and ability to provide substantive administrative support in a fast-paced office environment
Supplemental Information
Class/Specification: Administrative Specialist II
May be subject to medical, drug, and alcohol testing.
Working Conditions: Works in an office setting; may work outdoors briefly incidentally. 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.
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 application at 301-454-1411 (Maryland Relay 7-1-1).
M-NCPPC will make all efforts to reasonably accommodate you.
Title: Administrative Officer (15040, Grade 22)
Company: The Maryland-National Capital Park and Planning Commission
Location: East Riverdale, MD
