Management Assistant II

Anne Arundel County, MD
Annapolis, MD
Jul 28, 2021
Aug 02, 2021
Full Time
Position Description Benefits Supplemental Questions This position announcement will be used to fill a full time, permanent Management Assistant II vacancy in the Office of Central Services with Anne Arundel County. This is advanced level professional administrative work in areas such as budgeting, procurement, personnel, records management, contract administration, office automation and general office management. Contacts include primarily managers and employees both within and outside the department/agency to which an employee is assigned for the purpose of resolving administrative problems, providing recommendations and agreeing on courses of action. These contacts are generally of a cooperative nature requiring collaboration of effort. NATURE AND VARIETY OF WORK An employee in this class normally works under the general direction of a department/agency head or high level manager and is responsible for providing professional administrative support in one or more of the following functional areas: budget preparation; contract monitoring and administration; personnel administration (eg, recruitment/placement, classification studies, grievances, promotions/terminations, RIF's and training); liaison with other departments/agencies; research on special projects including analysis of data and report writing; accounting oversight; and planning/coordination of office automation needs. This work requires a wide range of knowledge encompassing both administrative processes of the County Government and the knowledge of the program areas that are the responsibility of the department/agency to which assigned. While the supervisor provides assignments, an employee in this class has considerable latitude to plan and carry out work independently. Guidelines are available in the form of personnel regulations, administrative procedures, departmental operating regulations, and the County Code; however, many assignments undertaken are not adequately addressed by existing guides, requiring the employee to initiate new procedures. This class of work is characterized by the variety of assignments with which an employee is tasked, often requiring analysis and assessment of unusual situations. Depending upon the position's location in the organization's structure, employees may have supervisory responsibilities. The impact of work performed by an incumbent in this class is realized throughout the department/agency to which assigned. The work is sedentary in nature, performed in an office environment and involves no significant exposure to hazards. This class is differentiated from the next lower level in the series by the diversity and complexity of assignments, greater independence of action and greater variety of work. Examples of Duties and Knowledge, Skills and Abilities: (Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class). Administers and prepares the annual budget under the direction of the department/agency head by compiling data for inclusion and writing narrative. May defend the department's submission before the County Executive and County Council. Maintains liaison with the Office of Personnel in order to administer personnel matters including: recruitment/selection, classification studies, grievances, training opportunities, position management, promotions, disciplinary actions, affirmative action, reductions-in-force, reorganizations, performance awards, benefits issues, etc. Conducts research studies and prepares reports requiring the compilation and analysis of data, providing recommendations concerning same. Advises department/agency head and other principal managers and employees on administrative policy matters. Develops, initiates and implements new policies, procedures, and forms for the organization. Serves as staff liaison with agencies in the County Government, other government agencies, private groups and community organizations. Establishes work priorities and coordinates activities of other administrative personnel to meet work deadlines and ensure timely provision of administrative support to department/agency personnel. Implements fiscal measures to control expenditures, reviews and authorizes the processing of purchase requisitions. Develops, coordinates and monitors contracts for the department/agency to which assigned, including writing requests for proposals and related correspondence, designing departmental forms, and serving as contact person for the administration of contracts; and authorizing contract payments. Represents department/agency head at meetings, hearings and conferences as required. May research and make recommendations concerning computer hardware and software options to satisfy organizational automation needs. Reviews incoming correspondence and prepares appropriate replies to a variety of inquiries; receives, investigates and resolves complaints as necessary. Organizes and maintains personnel, statistical, inventory, purchasing and other important records. May supervise a staff of administrative or office support personnel. Performs related duties as required. KNOWLEDGE, SKILLS, AND ABILITIES Thorough knowledge of the principles and practices of public administration. Thorough knowledge of organization and office management. Thorough knowledge of the department's organization and functions and the relationships with other county offices. Considerable knowledge of the methods and techniques of budget preparation and of methods of expense control. Ability to assume responsibility for a variety of special project assignments and to perform them independently. Ability to develop administrative and office procedures. Ability to evaluate procedures and to recommend changes. Ability to establish and maintain effective working relationships with others. Ability to communicate effectively, orally and in writing. Ability to supervise personnel. Minimum Qualifications: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field; and two (2) or more years of experience in office management or another specialty area related to the specific position. Supplemental Qualifications: Preference will be given to candidates who possess the following: * Six (6) or more years of experience in project management, communications, managing human resources operations, and/or leading office administrative activities * Two (2) or more years of experience supporting executive operations in a fast-paced work environment * Two (2) or more years of experience in managing communications for senior management and developing and releasing professional communications on behalf of an organization * One (1) or more years of work experience in independent statistical reporting and information analysis including collection of data and creation of professional reports * Experience with Google Sites, WordPress, Microsoft Publisher, Prezi, Google Forms, Adobe Pro, and/or Microsoft Access#06022021

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