About the Department

DEFINITION:

This is an advanced administrative support position.  While much of the work is clerical in nature, i.e., typing, filing, scheduling, proofreading, project management and customer service, it is often more complex and performed with less supervision than in the Administrative Assistant I and II positions.

Employees in this position are expected to have a high level of administrative expertise and often significant knowledge of departmental operations, policies and procedures.   Advanced computer and software knowledge is required.  Employees in this position must have the ability to make decisions about work priorities and work flow.  An Administrative Assistant III also provides a high level of customer service and support, answering complex questions, doing independent research and effectively resolving problems.  Work in this class may be characterized by a variety of assignments requiring working knowledge of the County and programs both within and outside a department.  This includes training Administrative Assistant I and II personnel.

An employee in this class may work under the supervision of an manager who sets overall objectives with limited explanation.  Most work occurs in an office setting where professional behavior, attitude, and attire are required.

Performance will be evaluated periodically in conference based on previously, mutually agreed upon performance standards.

EXAMPLES OF WORK:

Prepare complex correspondence and complex reports using a desktop computer and standard office software such as word processing, spreadsheets, databases and/or desktop publishing.

Accurately enter information into spreadsheets and databases and review the data entry of other employees.

Create, edit and use complex spreadsheets and databases to track information or manage workload.   This includes developing formulas and manipulating data within spreadsheets and databases.

Create and edit presentations.

Effectively use office equipment such as computers, printers, fax machines, scanners, calculators, and telephone systems to perform office support functions and train less experienced users on the use of this equipment.

Open, sort and distribute incoming mail; Prepare and send outgoing mail.

Sort and file correspondence, memoranda, reports, and other paper and electronic documents in accordance with existing filing systems.  Assure adherence to existing document retention and disposal procedures.  Make suggestions on improving record filing and retention.  Manage departmental record retention and disposal, ensuring compliance with departmental and county policies.

Greet visitors and answers telephone in accordance with the office’s standard operating procedure.   Answer customer questions including complex inquiries.  Transfer calls to appropriate persons.  Convey a positive and professional impression to customers.  Take messages and schedules appointments.  Coordinate commitments for meeting rooms.   Make referrals as appropriate.  Train less experienced staff in front line customer service.

Proofread longer and more complex documents for accuracy, grammar and spelling.  Edit complex documents to improve overall formatting and “readability.”

Track and maintain inventory of standard office products.  Order supplies as needed.

Record and track departmental expenditures including preparation of purchase orders, expense reimbursements requests and other routine financial documents in accordance with established procedures and the approve budget.

Record and track departmental activities such as grant management and reporting,

Maintain and monitor usage of budget allocations, equipment, supplies and assets in support of a department.   Assist in the preparation of the departmental budget and in compliance with the approved budget.

Maintain fiscal records, verify transactions, and reconcile receipts and financial statements.

Assist in preparing service contracts for office equipment and supplies.  Make recommendations on vendors.

Make suggestions to improve customer service, work flow, accuracy and other office functions.

Attend meetings as required including taking minutes and transcribing them.

Prepare meeting agenda.   Ensure distribution of supporting materials.  Send copies to individuals invited or interested; maintain check list of materials sent.

Assist in the planning, development and execution of events.

Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Thorough knowledge of the communication process on all levels; knowledge of business English, spelling, punctuation and grammar; of operating various types of office equipment; business math; forms control and information management to include records retention.

Ability to work independently and to understand and follow complex directions, regulations, and established policies; ability to communicate effectively and politely with co-worker and general public; to elicit, record and pass to supervisors whatever technical information is necessary; assist the public by giving specific information or materials.  Must have proven efficiency in clerical skills and aptitude for administrative work and be able to maintain confidentiality.

ESSENTIAL FUNCTIONS:

Must be able to: Read regular size print, hear the normally spoken word at 15 feet (may be enhanced with a hearing aid); smell; speak clearly and concisely to communicate with public and staff; lift, pull, push and carry 25 pounds; sit for periods in excess of one hour; climb stairs; bend to pick up items; determine if an item is slippery; grasp items; read and understand work and mathematical problems; solve difficult problems; write a concise statement of a problem and its recommended solution.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE:

High School graduate or equivalent, to include or supplemented by courses in computer science, typing, office practice, business English, accounting, AND five (5) years of clerical/administrative experience, one (1) year of which must have been at the level of Administrative Assistant II.

OR

AA degree in Office Administration or Business Management AND three (3) years of clerical/administrative experience, one of which must have been at the level of Administrative Assistant II.

REQUIRED LICENSES AND CERTIFICATIONS:

Maryland Class C Driver’s license.

CONDITIONS OF EMPLOYMENT:

Substance Abuse Test:   Must pass a pre-employment urinalysis test for designated controlled dangerous substances.

Criminal Background Check:   Must pass a Criminal Background Check as defined in Chapter 1 of the Caroline County Personnel Rules and Regulations.  

Essential Functions:   Must be able to execute the "Essential Functions" listed in this Class Specification at the time of hire and while employed in this class series, unless a request for accommodation under the Americans with Disabilities Act is received and granted.   

Driving Record:  May have no more than four (4) points on driving record at the time of hire and while employed in this class series.  

Personnel Rules and Regulations:  Must comply with the terms of the Caroline County Personnel Rules and Regulations, including the Substance Abuse Policy, while employed in this class series.  

DESIRABLE ADDITIONAL QUALIFICATIONS:

Literate in desktop publishing

Supervisory experience

Benefits

EMPLOYEE BENEFITS

HEALTH INSURANCES (STATE OF MARYLAND)

CAREFIRST BCBS – EPO/PPO      UNITED HEATHCARE – EPO/PPO

DENTAL INSURANCE

DELTA DENTAL PPO   DELTA DENTAL DHMO      UNITED CONCORDIA DPPO

VISION INSURANCE

EYEMED

A DEFINED BENEFIT PENSION PLAN

MISSION SQUARE DEFERRED COMPENSATION
LIFE INSURANCE - $50,000 COUNTY PAID (After 6 Months) 
LIFE INSURANCE - VOLUNTARY 
LONG-TERM DISABILITY
SUPPLEMENTAL INSURANCES
FLEXIBLE SPENDING
DEPENDENT CARE ACCOUNTS

LEAVE TIME POLICY:

PERSONAL 5 DAYS
SICK    11 DAYS
VACATION 10 DAYS (1-5 YEARS)
15 DAYS (6-10 YEARS)
20 DAYS (11-19 YEARS)
25 DAYS (20+ YEARS)
COUNTY HOLIDAYS  11 DAYS

Agency Information

Employer

Caroline, County of (MD)

Address

602 Crystal Avenue








Denton, Maryland, 21629

Phone

410-479-4105

Website

https://www.carolinemd.org