Office Coordinator (Administrative Officer Ii) - Non-Merit

Regular Schedule: 34 hours per week

A Non-Merit vacancy with benefits exists in the Department of Health and Human Services, Division of Community Based Services, Homeless Services.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

Examples of Duties

Under general supervision of the Assistant Director, performs comprehensive clerical and routine administrative duties to ensure the efficient operation of an office and coordinates the Homeless Service Program within Baltimore County Department of Social Services’ Community Based Services Division.
Essential Job Duties

• Provides administrative support in an office by coordinating the workflow of the Homeless Services Program, which may include assigning and reviewing the work of others.
• Assists in the preparation of the Homeless Services Program’s budget by providing supporting documentation and/or financial and budgetary data and records.
• May assist in preparation of direct payments, purchase orders, and purchase requisitions and amendments.
• Tracks agency expenditures.
• Oversees, facilitates, and coordinates service provider/vendor contracts, grant administrative documents, such as RFP, applications, grant agreements, MOUs, etc.
• Prepares correspondence to contractors regarding contract agreements.
• Maintains complex filing and tracking systems for grant documentation.
• Prepares or assists in the preparation of personnel related documents and forms.
• Assists with onboarding and termination documentation and tracks and documents leave usage, including family and medical leave.
• Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos.
• Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
• Creates and maintains a variety of detailed office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise office records.
• Performs queries and compiles personnel, budgetary, and statistical reports.
• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records.
• Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Explains office policies, procedures, rules and regulations to other employees and the public.
• Maintains calendars, schedules appointments and meetings.
• Prepares and types, photocopies, and distributes meeting agendas and/or minutes.
• Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

• Assists in the preparation of County legislation.

• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.

• May take verbatim notes.

• Purchases office supplies.

• May supervise or coordinate the work of subordinate clerical staff.

• Performs other related duties as required.

Qualifications

Required Qualifications
Possession of a high school diploma or an appropriate equivalent
Plus
Two years' typing, word processing, or secretarial experience.
(Additional education may be substituted on a year-for-year basis for the required experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.)
Knowledge, Skills and Abilities (Entry Level)

• Knowledge of modern office practices and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of word processing, database management, and spreadsheet software packages.
• Skill in the operation of office machines as listed in essential duties.
• Skill in the use of word processing software.
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems.
• Ability to interpret, explain, and follow County and departmental rules and regulations.
• Ability to establish and maintain effective working relationships.
• Ability to take verbatim notes.
• Ability to coordinate, assign, and review the work of others.
• Ability to type from plain copy at a rate equivalent to 40 WPM.

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Thorough knowledge of word processing, database management, and spreadsheet software packages.
• Knowledge of administrative support functions, such as personnel, budget, and purchasing.
• Knowledge of process and approval procedures for contract agreements.
• Skill in operation of automated office systems and word processing, database management, and spreadsheet software packages.
• Skill in composing letters, memos, and reports.
• Skill in interpreting rules, regulations, policies, and procedures.
• Skill in coordinating, assigning, and reviewing the work of others.
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to investigate and resolve problems.

Conditions of Employment

Employees hired after July 1, 2022 are required to participate in the Baltimore County Employees' Retirement System, with very limited exceptions.

Emergency Operations

Participates as needed in the agency’s mandated obligation to provide mass care and shelter under the direction of the County or State Emergency Operations Center.

Physical and Environmental Conditions
The work of this classification is essentially sedentary with occasional walking and/or lifting or other restricted physical activities. Position may require traveling between work sites.
Medical Examination and Employment Background Investigation
Applicants selected for employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.

Employment Benefitsfor Non-Merit or Non-Classified, Part-Time Employees
Baltimore County General Government offers the following benefits to part-time, non-merit or non-classified employees. New employees are eligible for benefits upon hire, unless noted otherwise.
Equal Opportunity Employer
Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.
Smoke free workplace
All Baltimore County offices are smoke free.
Drug free workplace
Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.
Employee Assistance Program
Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.
Health Insurance
In order to qualify for health insurance benefits (medical, prescription, dental and vision insurance), part-time employees must be scheduled for four (4) full work days plus two (2) hours each week.
Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include:
Medical, Prescription, Dental and Vision insurance.
Flexible Spending Accounts
Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.
Life Insurance
In order to qualify for life insurance benefits, part-time employees must be scheduled for four (4) full work days plus two (2) hours each week.
Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.
Retirement
Employees are required to participate in the Baltimore County Employees' Retirement System, with very limited exceptions.
Paid Leave
Sick Leave - Monthly sick leave earnings prorated based on the number of hours worked per week. No maximum on accrual. Accrued balance can be applied toward service credit at retirement.
Vacation Leave - Monthly vacation leave earnings prorated based on the number of hours worked per week. Earnings increase after five, ten and fifteen years of service generally.
Holidays - Part-time 30 to 39 hour non-merit or non-classified employees will generally be paid for ten holidays per calendar year. Other part-time, non-merit or non-classified employees working 29 hours per week or less will receive two paid holidays per calendar year. These holidays are the Christmas holiday and the Independence Day holiday.
Bereavement Leave
Jury Leave
Military Leave
Baltimore County Employees Federal Credit Union
Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.
Direct Deposit
Payroll through direct deposit to the financial institution selected by employee is required.
Deferred Compensation
Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.