Administrative Assistant III (12800, Grade 16)

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is a nationally recognized and award-winning agency providing land use planning; stewardship of natural, cultural, and historic resources; and delivery of recreation programs to the communities it serves. The agency operates in the Montgomery and Prince George's County Regions. Additional information on the agency can be found on www.mncppc.org.

The agency is seeking an Administrative Assistant III. This position provides administrative support for the facility management teams within the Aquatics and Athletic Facilities Division. This position will monitor and prepare general correspondence, provide assistance as requested/required on matters related to human resources, financial and operating budget, review seasonal staff payroll reports, evaluations, personnel actions, and leave requests.

The M-NCPPC offers a competitive salary range of $48,563 - $86,008 at the Administrative Assistant III level with an excellent benefits package including generous leave, extensive health coverage, deferred compensation plan, employer's retirement plan, and work-life programs. Salary is commensurate with education and experience. The Commission is an Equal Opportunity Employer and encourages applications from underrepresented groups, women, and persons with disabilities.

The hiring range for this position will be $48,563 – midpoint of the advertised salary range and will be based on the candidate’s qualifications and experience.

Primary Responsibilities:

• Provide administrative support for the Assistant Division Chief as needed
• Reports to and work with the division’s Administrative Supervisor to provide information and service as requested. This may include responding to email requests, as well as preparing memos, charts, graphs, and assistance as needed.
• Coordinate special projects and assignments.
• Process confidential personnel information – personnel actions and performance evaluations; maintain personnel files
• Procurement: Purchase card transactions, purchase requisitions, check requests, invoice/contract payments, expense reports, timely
• Process ITC User Management forms, and automation requests.
• Event coordination – location/room logistics, AV needs, meeting invitations, prepare materials and information packets, gather attendance sheets, coordinate catering as needed, etc.
• Coordinate meetings, assignments, and communication between Regional Managers, Facility Management Teams, and other DPR divisions and offices. Lead all aspects of set-ups and provide materials needed
• Collect data, create, maintain spreadsheets, and accurately compile and prepare information for various projects, reports, meetings and presentations.
• Records management – maintain automated tracking system of document flow, as well as keep digital and paper document filing systems as appropriate.
• Coordinate communications with Facility Services and ITS Divisions, Help Desk, and other M-NCPPC divisions and offices, as needed
• Prepare correspondence and reports
• Work with Facility Management Team in compiling projects and assignments
• Disperse and collect information between the Division Chief, Assistant Division Chief, Regional Managers, Facility Managers, and staff
• Prepare and disperse meeting agendas; gather/research information for meetings
• Assist as requested/required on matters related to personnel, finance, and other issues to include reviewing employment packets, reviewing Personnel Action Requests for manager’s approval and reviewing payroll reports for appropriate Accounting Unit, pay rate, and accuracy
• Provide miscellaneous administrative support for the entire division as needed

Contract Management and Procurement:

• Monitor contracts through the Commission routing process
• Send reminders for all contract renewals to the Facility Management Team
• Initiate check requests, record and monitor all payments to contracts
• Work directly with Facility/Regional Managers to prepare and finalize all information for contracts
• Track all existing purchase order balances and transactions
• Review and submit invoices for payment
• Create new requisitions and purchase order requests
• Work with vendors to ensure accurate documentation has been received and get them set up as active vendors (if they are not)
• Management of Vending Machine contracts

Cash Management:

• Purchase Card (PCard) Holder
• Processing PCard transaction requests
• Verify available budget funds and ensure the proper budget lines are being used
• Update, process, maintain and reconcile PCard, monthly transaction log
• Review and verify PCard transactions and accounting details in Lawson

Budgets:

• Assist in ongoing review of facility budgets
• Consolidate budget reports to provide to Assistant Division Chief, Regional and Facility Managers

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.

Working Characteristics:

• Strong verbal and written communication skills
• Management and leadership experience
• Strong computer and MS Office software skills and the ability to learn other Commission resources
• Excellent organizational skills
• Analytical