Administrative Specialist Ii/I (Grade 21/Grade 18)

Are you an innovative problem solver ready to join a high performing team? If you are an effective strategic thinker with keen attention to detail and strong work ethic, we want you to join the Office of Strategy and Planning (OSAP) in the Department of Technology and Business Enterprise Solutions (TEBS). We’re looking for someone who can hit the ground running in our fast-paced office, someone who can help us innovate and elevate our team. We handle all the administrative responsibilities for the TEBS department, including financial, policy, human resources, and day-to-day operations.

The Department of Technology and Business Enterprise Solutions (TEBS) is seeking to fill two Administrative Specialist II roles to provide direct professional-level complex administrative, operational, fiscal, and policy support to the Office of Strategy and Planning; much of which involves highly sensitive and/or confidential matters, coordinating and triaging projects, meetings, and logistics with department managers.

The position will provide overall day to day operations in the Department of Technology and Business Enterprise Solutions (TEBS), including budget and fiscal management oversight, contract management, human resources, logistics, event/meeting coordination, and facilities support. The position requires exceptional oral and written communication skills, the ability to research, analyze, and compile information, ability to work on multiple assignments and the ability to collaborate successfully with various levels of staff, e.g., County Council Staff, Executive Staff, Department Directors, County managers, and employees, and other government officials. The incumbent must be intuitive and self-starting, with the ability to use independent judgment, tact, and discretion; have experience researching, analyzing, and making recommendations as well as enjoy and thrive working in a fast-paced, dynamic, and diverse work environment.

Major Duties Include:

• Serve as subject matter expert for fiscal processing, including requisitions, invoices, eTravel, iExpense and all accounts payable & accounts receivable transactions
• Support budget development, preparation, and monitoring of TEBS budgets
• Contract and Grant administration support
• Review incoming correspondence and prepare appropriate replies to a variety of inquiries from staff and the public; receives, investigates, and resolves complaints
• Draft and edit various documents including internal/external correspondence
• Coordinate projects and assignments with Managers; assessing workloads and ensuring timely completion of projects
• Provide analytical and specialized administrative support to TEBS leadership team while assisting with complex details and advanced administrative duties
• Serve as staff liaison between agencies in the County Government, other government agencies, private groups, and community organizations
• Develop and disseminate department forms and office procedures
• Perform other job-related duties as assigned

OHR reviews the minimum qualifications of all applicants, irrespective of whether the candidate has previously been found to have met the minimum requirements for the job or been temporarily promoted to the same position. This evaluation is based solely on the information contained in the application/resume submitted for this specific position/IRC.

Montgomery County Government is an equal opportunity employer, committed to workforce diversity. Accordingly, as it relates to employment opportunities, the County will provide reasonable accommodations to applicants with disabilities, in accordance with the law. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Human Resources via email to OHR@montgomerycountymd.gov. Individual determinations on requests for reasonable accommodation will be made in accordance with all applicable laws.

Montgomery County Government also provides hiring preference to certain categories of veterans and veterans/persons with a disability. For more information and to claim employment preference, please refer to the Careers webpage on Hiring Preference.

All applicants will respond to a series of questions related to their education, relevant experience, knowledge, skills and abilities required to minimally perform the job. The applicant's responses in conjunction with their resume and all other information provided in the employment application process will be evaluated to determine the minimum qualifications and preferred criteria status. Based on the results, the highest qualified applicants will be placed on an Eligible List and may be considered for an interview. Employees meeting minimum qualifications who are the same grade will be placed on Eligible List as a "Lateral Transfer" candidate and may be considered for interview.

If selected for consideration for this position, you may be required to provide evidence that you possess the knowledge, skills, and abilities indicated on your resume.

Montgomery County Ethics Law: Except as provided by law or regulation, the County's "Public Employees" (which does not include employees of the Sheriff's office) are subject to the County's ethics law including the requirements to obtain advanced approval of any outside employment and the prohibitions on certain outside employment. The outside employment requirements of the ethics law can be found at 19A-12 of the County Code. Additional information about outside employment can be obtained from the Ethics Commission website.

Administrative Specialist I

Education: Graduation from an accredited college or university with a Bachelor's Degree

Experience: One (1) year of professional administrative experience related to the needs of the department/agency to which the position is assigned (e.g., budget preparation, purchasing, equipment and material control, work project control, personnel administration, research and development or other related areas).

Administrative Specialist II

Education: Graduation from an accredited college or university with a bachelor’s degree.

Experience: Two years of professional administrative experience related to the needs of the Department of Technology and Enterprise Business Solutions, including but not limited, to budget preparation, fiscal processing, purchasing, general office management, and other related areas

Substitutions:

1.Education for Experience: Additional education will substitute for the required experience on a year-for-year basis.

2.Experience for Education: Additional administrative, business, research and/or clerical experience will substitute for the required education on a year-for-year basis.

There is no Preferred Criteria. All applicants will be reviewed by OHR for minimum qualifications. Those applicants who meet minimum qualifications will be rated Qualified, placed on the Eligible List, and may be considered for an interview. Taking the time to address these areas as a separation section of your resume is recommended.

Preference for interviews will be given to applicants with experience in the following

• Experience providing excellent complex and high-level administrative support to Senior Level Executives
• Event and meeting organizing and planning experience
• Writing and verbal communication skills
• Research and data collection experience
• Fiscal processing, grant and contract management
• Experience and advanced skill level using Oracle (or other financial applications), Microsoft Word, Excel, PowerPoint programs