Administrative Specialist I/II. Grade N18/N21

The salary range above represents this position’s earning potential. The anticipated hiring range for this position will be based on the candidate’s qualifications and experience.

• Administrative Specialist I, Grade N18: $64,104.00 to $82,614.00
• Administrative Specialist II, Grade N21: $72,567.00 to - $108,029.00

WHO WE ARE

Safety, sustainability, and economic development are the hallmarks of the Montgomery County Department of Permitting Services (DPS). The department issues approximately 40,000 building permits a year and conducts thousands of inspections by local code officials. With a staff of about 240 employees, DPS’s five divisions include: commercial building construction; customer support and outreach; land development; residential construction and fire code compliance; and zoning and code compliance. From its award-winning programs to providing excellent customer service in the office and in the field, DPS’s commitment to its customers is summed up by its tagline: “Your Project Partner.”

WHO WE ARE LOOKING FOR

The Department of Permitting Services is currently recruiting an Administrative Specialist II, Grade N21, to join our Central Services Unit. The Department is seeking a detail-oriented person with experience reconciling financial transactions and in the processes and inner workings of a fee payment office, including receipts, deposits, refunds, and audit procedures.

The position may be underfilled as an Administrative Specialist I, Grade 18.  Once the employee is at full performance and meets the minimum requirements of the position, they are eligible for the non-competitive promotion through the series to the Administrative Specialist II, Grade 21.

The position performs a full range of professional administrative and financial support duties for the Central Services Unit (CSU).  It serves as the lead administrative specialist for financials and for the Fee Payment Office.  The position ensures departmental compliance with established financial policies, procedures, and internal control standards.

Duties include, but are not limited to:  

• Performing reconciliations of revenue, unmatched reports, deposits, and chargebacks.
• Investigating and resolving accounts receivable and accounts payable inquiries and complaints.
• Monitoring aging checks, returned checks, and credit card disputes.
• Troubleshooting and coordinating the resolution of system or IT-related issues affecting financial processes.
• Providing technical guidance to staff and ensuring adherence to applicable regulations, policies, and procedures.
• Assisting clients with payment-related issues and delivering clear, solution-oriented support.  
• Reporting and Analysis of transactions.
• Other related duties. 

Telework: This position may be eligible for limited hybrid telework after the initial training and probationary period.

Off-site Work Requirement: This position may require attendance at meetings or work assignments at off-site locations during certain periods. Candidates should be prepared for occasional travel and flexibility in their work schedule.

Administrative Specialist-II, Grade 21:

Education: Graduation from an accredited college or university with a Bachelor's Degree.

Experience: Two (2) years of professional administrative experience related to accounting, banking processes, accounts payable, accounts receivable, or related areas.

If underfilling at the Administrative Specialist I, Grade 18:

Education: Graduation from an accredited college or university with a Bachelor's Degree.

Experience: One (1) year of professional administrative experience related to accounting, banking processes, accounts payable, accounts receivable, or related areas.

Equivalency For All: 

An equivalent combination of education and experience may be substituted. 

Substitutions: 

1. EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

2. EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

Work Environment: The work is primarily performed in an office environment and involves normal, everyday discomforts. The work environment is adequately lighted, heated/cooled, and ventilated, and does not require that the employee take special measures to control environmental conditions. 

Physical Demands: The work requires ordinary physical effort, including sitting, using microcomputer equipment, walking, standing, bending, and reaching for or carrying light items associated with working in an office environment. Work does not result in noticeable fatigue.

Medical Protocol: This position requires successful completion of a pre-employment medical evaluation, including a physical examination and a drug screening.

Financial Disclosure Statement: This position is designated as one that requires filing a Financial Disclosure Statement, and you will be required to disclose information about your financial affairs.

All Applicants will be reviewed by the Office of Human Resources (OHR) for minimum qualifications.  Those applicants who meet minimum qualifications will be rated “Qualified,” placed on the Referred List, and may be considered for an interview.  Employees meeting minimum qualifications who are the same grade or higher will be placed on the Referred List as a “Transfer” candidate and may be considered for an interview.  Preference for interviews will be given to applicants with experience in the following:

• A bachelor’s degree in accounting or related field or 12 hours of progressive accounting courses.
• Experience researching and resolving financial transactions discrepancies and complaints.
• Experience in processing payments.
• Experience using ERP/Oracle Financial or similar financial systems. 
• Experience working in a team environment, providing guidance and assistance, and responding to inquiries.