Executive Administrative Aide

September 3, 2024

Calvert County Maryland

FULL TIME

Job Description:

The Calvert County Government’s Election Board is seeking an Executive Administrative Aide to join our team and help us deliver outstanding service while upholding the integrity of the election process. The successful candidate will be detail-oriented, adept at multitasking, and possess excellent communication skills. This role requires a highly motivated individual with exceptional organizational abilities. In addition to assisting with scheduling training for election judges, you may also oversee and guide other clerical staff.

This position performs administrative support and office management work in support of a department or the Board of County Commissioners. Work entails multiple functions, which require coordination, but whose essential function is in support of operational efficiencies. The work involves serving as a confidential aide to a department head, division chief or as a result of the sensitive nature of contacts who deal with the Board of County Commissioners. Work is of considerable scope and complexity. Positions in this class handle personnel and other sensitive matters. In addition, positions may provide work direction to others. The work requires training and considerable prior experience in office administrative support work. Work may entail oversight of small programs that are important but not primary to a department’s mission. The work is performed under general supervision of a chief of staff, department head or senior management official.

Essential Job Functions

Handles matters of a sensitive nature for Board of County Commissioners.

Has considerable public contact and resolves citizen complaints.

Handles programs or aspects of programs such Sheriff’s Office and Animal Control budgets and all master files, procurement matters and/or provides complex administrative support for multiple executives.

Oversees basic research for financial reports or budgets.

Supervises junior personnel.

Coordinates and communicates directives to and with management and staff.

Assigns work and may provide functional direction of clerical staff in the department.

Works on various County tracking systems, including Hansen, My Calvert Map, Geoblade, and asset inventory.

Coordinates multiple functions often of a technical or technology related nature in support of a department or affecting overall County operations.

Participates in and initiates actions regarding use of Neo Gov for hiring, transfer, promotions, payroll, leave, performance and other personnel actions.

Assists with supervisor’s schedule and maintains supervisor’s calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.

Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.

Processes leave/overtime slips and prepares payroll.

Processes training requests and makes arrangements for registration, travel and lodging as needed.

Keeps Director and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor’s

review; prepares memos, notes and reports for supervisor.

Processes on behalf of the office administrative actions such as budget, fiscal, payroll, personnel, purchasing actions: prepares and follows up on actions to ensure proper completion and takes necessary steps to resolve problems or expedite actions.

Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor’s views are

known, or as otherwise authorized.

Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.

Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and ensures that data is accurate and acceptable for use; maintains databases and data files; manages data and generate reports.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.

Receives, screens and routes mail; directs items to other staff or County offices as appropriate.

Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.

Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.

Produces a variety of Word processed documents such as letters, memoranda, and reports; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.

Other Duties

Performs related work as required.

Knowledge, Skills, and Abilities (These are pre-employment KSA that apply only to Essential Job Functions.)

Knowledge of-

Modern office procedures and practices including operation of office appliances such as calculators and computers.
Administrative support and office management procedures and practices.
Effective techniques of supervision.

Ability to-

Perform administrative support and office management duties.
Perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
Assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
Perform general office clerical work quickly and efficiently.
Deal effectively with the public.
Perform payroll and documentation of personnel actions.

Required Qualifications (Note: Any acceptable combination of education, training and relevant experience that provides the above knowledge, abilities and skills may be substituted on a full-time year for year basis.)

Training and/or Education:

High school diploma or GED equivalent, including or supplemented by courses in office practices.

Experience:

Five years of progressively responsible general office, administrative support, and office management experience.

Licenses or Certificates:

None

Special Requirements:

May be subject to background investigation.

If employed by the Election Board, employee cannot hold or be a candidate for public office and must be a registered voter at the time of hire. Also, subject to background investigation.

Physical Demands:

Operation of keyboard devices for sustained periods

Lifting of material delivered to office up to 25 lbs.

Unusual Demands:

Work is subject to frequent interruptions and deadlines requiring administrative assistance.

Supporting documentation of history files from outside engineering firms

FLSA Status:

Nonexempt

Compensation Steps:

Position closing date: September 17, 2024

Pay rate: $29.50 - $31.60 per hour; $53,600 - $57,512 annually

Grade 721, Merit full-time position, 35 hours per week

Board of Elections

This position allows for telework, meaning the employee may be able to work from home or another offsite location for part of the workweek, but they are still required to come into the office regularly. This arrangement is at the supervisor's discretion and may change based on business needs.

Please Note: A complete application is required to be considered for a position within Calvert County Government. All prior work experience, education, and other certifications should be entered into the application and supplemental questions should be answered completely. Attachments are not provided to hiring managers unless you are selected for an interview.

Accommodations will be made for individuals with disabilities upon reasonable notice. County application required.

We regret to inform you that this job opportunity is no longer available