Administrative Specialist I

Description

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is a six-time National Recreational and Parks Association Gold Medal Award Winner that serves a diverse population of more than one million residents in the Washington, DC area. This position is held within the Natural and Historic Resources Division (NHRD) of the Prince George’s County Department of Parks and Recreation. NHRD manages several natural areas, miles of trails, three nature centers, an educational/interpretive farm, two waterfront parks, historic sites and museums, and an airport.

We are currently seeking a highly skilled, dynamic professional to join our administrative team, led by the Administrative Supervisor. The position provides support to the Division Office, our sites and supporting units. This individual must be an energetic teammate with demonstrated experience and technical skills related to the office environment. Analytical work will be performed for the division, including financial projections and analysis: procurement management; contracts and use agreements; training and travel; recruitment.

Responsibilities consist of understanding and applying policies and guidelines to perform work within functional area. Incumbent is tasked with reviewing and identifying the need for updating or adding new procedures/processes. We are looking for a candidate that possesses effective communication skills, organization, time management, and proficiency in Microsoft Office. The candidate should possess a strong work ethic, and able to balance multiple requests and meet target dates for various work programs. Generally, the work hours are

8:30am – 5:00pm, Monday through Friday.

Budgeted Salary Range: $53,675.00 - $74,367, commensurate with experience

Examples of Important Duties

Manages divisional contracts and use agreements, including initiating, routing, and processing payments, ensuring that all purchasing procedures are followed.

Assists with preparing formal bid solicitations, reviews bids, and recommends awards. Manages process of requisitions, process purchase orders <$10,000, check requests, contracts, RFQ accounts payable and accounts receivable. Obtains price quotes and selects products and suppliers.

Works with Corporate Procurement and Legal teams to prepare, track and ensure compliance. Maintains connection with Central Purchasing regarding vendors, products, and procedures.

Serves as the main POC for a Division-wide program such as performance awards, training and travel. Tracks and coordinates budget, and completes processes accurately and in a timely manner. Ensures program is in line with the Divisional budget and Commission policies.

Stays informed of developments in functional areas of assignments, and of changes in guidelines applying to the areas of work focus; builds knowledge and skills in the domain(s) of assignment and in related fields.

Communicates and interacts effectively with business contacts. Establishes and maintains working relationships, with internal and external contacts. Actively listens to understand the needs and concerns of stakeholders, and coordinates to obtain desired results.

Contributes and works in coordination with the Division Chief, Assistant Division Chief, Administrative Supervisor and a management team of various Coordinators related to operational activity and growth.

Reviews employees’ time and attendance in Kronos for accuracy, reports any potential errors to managers and payroll, submits corrections and performs administrative sign-off.

Serves as a purchasing agent, creates purchase orders, acts as a purchase card holder, and/or petty cash custodian while adhering to Purchasing Policies and Procedures.

Performs technical human resources support work. Maintains and updates confidential personnel files. Initiates, prepares, processes and tracks paperwork such as personnel actions, tuition assistance and related support documents.

Performs recruitment and selection processes. Drafts, reviews, and edits vacancy announcements and advertisements, assists with screening applications and arranging interviews. Conducts orientation sessions for new employees to explain unit organization, policies, and procedures.

Reviews work of other career and seasonal Administrative Assistants.

Maintains accurate records of expenditures and provides reports for budgeting purposes.

Tracks due dates for items such as employee performance reviews, expense reports, mileage logs, etc. Alerts supervisors and staff of any due dates or pending matters.

Maintains confidentiality of data including legally protected personal information, proprietary, and pre-decisional, information not subject to public information disclosure, sensitive programmatic data, and other sensitive data.

Working conditions:

Works in an office setting; may work outdoors briefly on an incidental basis. Work is primarily sedentary and requires very light to light physical effort. May be subject to various demands such as high volume of work and tight deadlines.

Minimum Qualifications

1. Bachelor's Degree in Human Resource Management, Finance, Business or any related field.

2. One (1) year of experience in human resource management, finance or any other related area of business administration.

3. An equivalent combination of education and experience may be substituted, which together total 5 years.

Supplemental Information

Class/Specification: Administrative Specialist I

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.

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 applications at or (Maryland Relay 7-1-1)

M-NCPPC will make all efforts to reasonably accommodate you.