Office Assistant Vacancy (Baltimore Co)

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Please be advised that a vacancy exists within the Department of Planning Neighborhood Improvement Division.  The position of Office Assistant is available for immediate hire.  The position is part time, 34 hours a week. The job description is attached.
Resumes should be submitted no later than close of business Monday, August 18, 2014 to:

Elizabeth S. Glenn
Baltimore County Department of Planning
105 W. Chesapeake Avenue
Suite 201
Towson, MD 21204
eglenn@baltimorecountymd.gov

No telephone calls please.
Thank you for your time and interest.


Kira Jeannetta



JOB DESCRIPTION

Class Title: Office Assistant
                                                           
Definition:  
Under general supervision, coordinates a variety of support functions and performs routine administrative duties to assure the orderly flow of work in the Department of Planning's Neighborhood Improvement Division.
Training and Experience:
Possession of a high school diploma or an appropriate high school equivalency diploma, 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:  
Knowledge of modern office practices and procedures including document management and filing systems. Knowledge of spelling, grammar, and ability to perform basic mathematical computations. May take verbatim notes or minutes. Ability to type from plain copy at the rate of 40 words per minute. Knowledge of automated office systems such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.  Knowledge of the Microsoft Windows operating environment and proficiency in word processing, spreadsheets and database functions. Ability to set up and maintain confidential alphabetical, chronological, or subject matter files and records. Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests. Ability to communicate effectively, orally and in writing. Ability to interact with the public and respond to general program inquiries. Ability to establish deadlines, schedules, and guidelines for the completion of projects. Ability to investigate and solve problems.
Duties:
General: Provides clerical and reception support to the Department's Neighborhood Improvement division.

Reception: Greet visitors and directs to the appropriate person or location. General clerical support functions include copying, faxing, filing, mailings, routing documents including hand delivery of essential documents.  Responsible for answering the department's main phone line; answers program specific phone lines as needed. Opens, date stamps and distribute incoming mail. May attend meetings and record minutes. Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail. Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.  Maintains supply closet and orders needed supplies.  Maintains the copier, and other office machinery/ equipment as well as building service requests including reporting needed repairs and service calls. Monitors the department's main fax line and disseminates the information to appropriate staff.  

Clerical Support: General clerical support functions include copying, faxing, filing, mailings, routing documents including hand delivery of essential documents. Receives incoming mail associated with the Grant's divisions reporting, logs all incoming reports and fund requests and files as appropriate.  Coordinates the removal of grant files for prior years and prepares for archiving; retrieves files as necessary. Access databases to establish, retrieve, review, update, track, and revise a variety of office records. Extract and summarize information and to prepare correspondence and reports. Collects mileage statements and processes them for reimbursement.  Maintains schedules and calendars as needed for conference room and staff as appropriate. Provides support to the Executive Assistant and Grants Administrator positions and works on special projects when appropriate. Other related duties as may be required.