Administrative Specialist I (14443, Grade 18)

ABOUT THE ROLE

The Maryland-National Capital Park and Planning Commission (M-NCPPC), Department of Parks and Recreation, Prince George's County, is seeking an organized and resourceful Administrative Specialist I to serve as the principal administrative and operational support for the Deputy Director of Administration and Development.

The Administrative Specialist I keeps the office running smoothly, coordinates priorities across the division, and ensures the Deputy Director has accurate, timely information to lead effectively. The position handles confidential information, compiles data and reports, processes administrative and financial transactions, and ensures the office's work is accurate, timely, and compliant with Commission policy. The position also supports the development and implementation of programs, policies, and operational initiatives that advance the division's work.

ABOUT ADMINISTRATION AND DEVELOPMENT OPERATIONS

The Administration and Development Operations leads the planning, design, and development of the Department's parks, facilities, and infrastructure. The Administration and Development Operations also oversees community outreach, public affairs, community engagement, information technology services, and internal administrative support, keeping operations efficient and aligned with Department goals and priorities.

Office Management

• Manage office workflow and set priorities so work is completed efficiently and on time.
• May supervise seasonal staff, including scheduling, assigning, and reviewing their work.
• Develop, recommend, and implement office policies and procedures that streamline operations.
• Serve as the liaison between office staff and Bi-County departments, providing guidance on personnel, financial, and administrative matters.
• Manage electronic and paper records systems (manuals, forms, reports) so information is organized, accessible, and retained according to Commission requirements.
• Maintain current Commission policy and procedure references, including Administrative Practices, Class Specifications, Merit System Rules and Regulations, and Purchasing and Case Management procedures.
• Help foster a professional, positive, and collaborative office environment.

Executive Calendar and Meeting Support

• Manage the Deputy Director's daily appointments, meetings, and events, making sure the Deputy Director is prepared and briefed in advance.
• Schedule meetings with staff, partner agencies, and stakeholders on the Deputy Director's behalf.
• Prepare agendas, attend meetings as needed, record minutes, and compile supporting materials.
• Coordinate meeting logistics, including rooms, equipment, and refreshments.

Correspondence and Special Programs

• Coordinate correspondence prepared for the signature of the Commission Chair, Director, and Deputy Director, and track it to timely completion.
• Distribute and maintain correspondence guidelines for staff preparing documents for executive signature.
• Serve as the Deputy Director's liaison to the Department's Workplace Culture programs, including preparing agendas and minutes and coordinating Culture Council events.

Liaison and Communications

• Serve as a point of contact for internal departments, government agencies, and the public.
• Receive, screen, and track incoming communications; brief the Deputy Director and follow through as directed.
• Use sound, independent judgment to resolve issues and follow them through to completion.

Budget, Purchasing, and Asset Management

• Serve as purchasing and contracting coordinator, including requesting vendor quotes, preparing informal bid solicitations, processing requisitions, reconciling purchases, and administering purchase cards.
• Assist with preparing the office budget and monitor and control expenditures for the Office of the Deputy Director.
• Coordinate the purchase and selection of equipment, materials, and supplies.
• Maintain an accurate fixed asset inventory.
• Prepare and route online purchasing transactions for the Deputy Director's approval.
• Compile and coordinate Service Level Agreement (SLA) tracking updates.

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.

Preferred Qualification

• Experience providing administrative support to a senior executive or department leader.
• Experience supervising or leading staff, including seasonal or temporary employees.
• Experience with public-sector purchasing, budget monitoring, or purchase card administration.
• Working knowledge of office practices, including budgeting, purchasing, records retention, meeting coordination, customer service, supervision, and human resources processes.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).
• Excellent written, verbal, and proofreading skills, with strong attention to detail.
• Discretion and sound judgment in handling confidential and sensitive information.
• Ability to take initiative, manage competing priorities, and work with minimal supervision.
• Strong interpersonal skills and the ability to build effective working relationships within the division and with internal and external stakeholders.

Classification Specification: Administrative Specialist I

May be subject to medical, drug, and alcohol testing.

WORKING CONDITIONS

Work is performed primarily in an office setting, with occasional, brief outdoor work. The work is mostly sedentary and requires very light to light physical effort. The position may involve high work volume and tight deadlines

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 applications at  301-454-1411 or (Maryland Relay 7-1-1)
M-NCPPC will make all efforts to reasonably accommodate you.