Office Services Coordinator, Grade 16

MCDOT is seeking an Office Services Coordinator to provide comprehensive administrative support at the Silver Spring Depot. Key responsibilities include, but are not limited to:

Procurement, Vendor Management, and Financial Operations

• Enter procurements, manage vendor communications regarding insurance, process requisitions, conduct vendor registration research, and input all purchase orders and DPOs.
• Track and submit all vendor insurance certificates to risk management.
• Investigate purchase order spend down, prepare and process payment requests promptly.
• Maintain communication with vendors on facility issues and coordinate with WMATA and MC311 for farebox research, refunds, and revenue report reconciliation.
• Prepare and maintain monthly financial reports.
• Process all expenses for the transit division and send Smart Trip applications for seniors to WMATA.

Asset and Property Management

• Serve as the division’s non-revenue fleet coordinator, managing maintenance and fleet requests for all non-revenue vehicles assigned to transit.
• Act as a liaison with the Department of General Services (DGS) for depot facility needs, including coordinating furniture moves and related services.

Administrative and Office Management

• Prepare correspondence for the Depot Chief and other depot staff.
• Maintain filing and inventory systems, including uniform and office supply inventories.
• Collaborate with management to track citation activity, verify accuracy, and ensure payments are processed promptly.
• Sort and distribute mail to division and County Department staff.
• Manage lost and found items, coordinate meetings and events, and oversee depot communications.
• Prepare and distribute flyers and informational materials.
• Assist with marketing and advertising activities, including posting materials.

Employee Integration and Support

• Assist with new employees' onboarding and integration, supporting orientation and professional development initiatives.
• Serve as a resource for workplace concerns and employee feedback, offering informal mentorship and support to staff.

Uniform Management

• Coordinate the procurement, distribution, and inventory of uniforms, managing replacements, repairs, billing, and invoices while working closely with the vendor to address concerns and support effective program management.

Training and System Access Coordination

• Support the planning and execution of training sessions and onboarding programs.
• Help new employees onboard with system access, troubleshoot basic access issues, and act as a liaison between depot staff and the IT department.

Customer Service and Staff Support

• Provide staff support for citizen inquiries and complaints.
• Create and maintain spreadsheets, perform data entry, develop reports, and maintain communication logs.

Other Duties

• Perform other related duties as assigned to support the overall mission and operations of the depot.

This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Office Services Coordinator is expected to communicate effectively, work collaboratively with staff at all levels, and adapt to evolving administrative needs.

Experience: Four (4) years of progressively responsible office support experience, including document preparation, communication coordination, team support, process improvement, and ensuring efficient daily operations.

Education: Graduation from high school or High School Certificate of completion recognized in the State of Maryland.

Equivalency: An equivalent combination of education and work experience may be substituted.

We will use interview preference criteria:

• Proficient with enterprise software and digital tools, including Microsoft Office Suite, Adobe applications, and SharePoint. Experienced in supporting day-to-day administrative operations through efficient use of technology. Skilled in accounts payable functions, including matching purchase orders, receiving documents, and invoices to ensure accurate and timely payments.

• Knowledgeable in procurement processes, including preparing requisitions, creating purchase orders, processing change orders, and maintaining compliance with organizational policies. Experienced in coordinating operational tasks such as uniform management, inventory tracking, and distribution to ensure staff have the required resources.

• Strong organizational and multitasking abilities, with a proven record of meeting deadlines and managing competing priorities in fast-paced environments. Maintains professionalism, confidentiality, and attention to detail while providing excellent customer service across all levels of the organization.

• Effective communicator, able to clearly present information in meetings, draft concise written reports, and collaborate with diverse teams. Demonstrates cultural awareness and supports inclusive workplace interactions.

• Committed to employee engagement and workplace support, contributing to a positive office culture by assisting with staff communications, onboarding activities, team events, and general office coordination to enhance employee satisfaction and connection.