Administrative Assistant III (12327, Grade 16)

## Description

The Department of Parks and Recreation, Recreation and Leisure Services, Prince George's County, is seeking a highly skilled Administrative Assistant to support the Deputy Director's Office. The position reports directly to the Recreation and Leisure Services Administrative Specialist.
Responsibilities consist of technical support: collecting, compiling, preparing, and processing data and confidential information, actions and documents, reporting data or transactions, and performing other types of business processes. Incumbents are tasked with ensuring accuracy, timeliness, reliability, and compliance.

## Examples of Important Duties

• Serves as a first point of contact with callers and visitors for the Deputies Office. Answers questions, provides information, and directs requests to appropriate individuals for response based on knowledge of staff responsibilities and other facts.
• Assists with the review and/or preparation of all correspondence for the Chairman, Director, and Deputy Director's signatures.
• Serves as point of contact for Recreation and Leisure Services facility usage requests (i.e. receives and tracks requests, works with RLS Divisions to fulfill or identify alternatives, confirms responses/decisions with requestor(s), and provides updates to the Office of the Director, as needed).
• Receives, opens, and screens mail/emails. Reviews personnel actions, correspondence, and financial documents for accuracy, initiate corrective action when necessary, and maintain an accurate updated log. Meets all deadlines associated with preparing or coordinating correspondence, personnel actions, logs, and reports.
• Orders office supplies and equipment. Maintains and organizes supply inventory. Ensure that the materials ordered are in a consistent place. Effectively manages the office in the absence of supervisory personnel.
• As needed, coordinate meetings for the Deputy Director, both with inter-agency staff, as well as with outside agencies. When necessary, follow through with written or verbal confirmation.
• Coordinates staff calendars to ensure that staff meet regularly to discuss large ongoing projects. Assists in booking conference rooms and ordering catering or refreshments as needed.
• Event coordination - location/room logistics, AV needs, meeting invitations, preparing materials and information packets, gathering attendance sheets, etc.
• Provides monthly financial reports against office logs to ensure accuracy and initiates appropriate research and follow-through on outstanding items. Processes purchase requisitions, check requests, invoice/contract payments, expense reports, ensures vendors have been paid through appropriate follow-up.
• Maintains confidential and personnel files. Searches files and other sources to answer questions and solve problems. Maintains an accurate tracking system for evaluations, financial documents, and correspondence received with the ability to generate reports as requested. Keeper of both digital and paper filing systems, sorted and filed according to office naming conventions.
• Responsible for the care and maintenance of Xerox Printer. Assist staff with printer issues and ensure follow-u p when further assistance is required.
• Purges files in accordance with Records Retention Schedule. Follows and tracks the life cycle of written communication coming through the Deputy Director's office to ensure that it is free from grammatical and typographical mistakes.
• Other duties as assigned by the Administrative Specialist and/or Deputy Director.

## Minimum Qualifications

1. High school diploma or a Certificate of General Educational Development (GED).
2. Four (4) years of progressively responsible experience that includes at least two (2) years in administrative and clerical support work and at least one (1) year of technical support experience in the administrative management areas of the specific position to be filled.
3. An equivalent combination of education and experience may be substituted, which together total 4 years.
Preferred Knowledge, Skills & Abilities:

• Self-starter who takes initiative and can manage work programs with minimal supervision.
• Proficiency with MS Office - Outlook, Word, Excel, PowerPoint, etc.
• Discretion handling confidential and sensitive information; business acumen.
• Impeccable oral, written, and proofreading skills, with a focus on accuracy.

## Supplemental Information

Classification Specification: Administrative Assistant III
*May be subject to medical, drug and alcohol testing.*
*DIVERSITY STATEMENT:*
*The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.*
*Applicants with Disabilities under the Americans with Disabilities Act.*
*If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at the time of application at 301-454-1411 (Maryland Relay 7-1-1) M-NCPPC will make all efforts to reasonably accommodate you.*