Office Administrator - Fire Department
Location
Towson, MD | United States
Job description
Salary: $42,988.00 - $49,757.00 Annually
Location : Towson, MD
Job Type: MERIT
Job Number: 1.602 2-2024 FIRE
Department: FIRE
Opening Date: 02/06/2024
Pay Schedule VI, Grade 23, Regular Schedule: 35 hours per week
A vacancy exists in the Fire Department, Field Operations.
A list of eligible applicants will be established based on the examination as outlined below.
Current and future vacancies occurring in any Office or Department of Baltimore County General Government may be filled from the list of eligible applicants.
All interested transfer and promotional candidates must apply at this time.
List all
promotions and changes in job duties due to
reclassification as separate work experiences on your application. Applicants must include the dates of the promotions and reclassifications.
Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.
You can attach your transcript(s) or license(s) to your application.
Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.
Examples of Duties Definition of Responsibility Under general supervision, serves as an administrative aide for County departments or assists management by providing direct administrative support in areas such as personnel and budget administration, purchasing, and other office functions.
Essential Functions - Gathers and interpret information relative to issues requiring management action, responds and handles constituent inquiries on behalf of the Assistant Chiefs.
- Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies.
- Prepare, track and document Standard Operating Procedures (SOPs) and General Orders for department-wide distribution and posts to BCPoint, the Baltimore County website and the Baltimore County Volunteer Fire Company (BCVFA) portal..
- Prepares and process personnel related documents and forms to include expungements.
- Research and secure information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require management signature.
- Analyze records requiring the interpretation and application of guidelines and procedures.
- Maintain calendar for two Assistant Chiefs.
- Makes travel arrangements and secures itineraries.
- Receives, screens, and prioritizes the handling of telephone calls and correspondence.
- Coordinates special ceremonies and functions.
- Uses automated office systems to generate a variety of documents, including memos, letters, reports, lists, tables, and graphs. Sets standard format for office documents.
- Creates and maintains complex electronic and manual filing systems.
- Schedule, attend, and takes notes and minutes for meetings, conferences, and hearings, which may include those of disciplinary hearings and grievances.
- Prepare materials for meetings, take notes, prepare minutes, and ensures that decisions are transmitted to appropriate persons.
- Follow up on assignments and decisions made at meetings.
- Reviews policies, procedures, and statutes in the MOU as needed to support the facts of an investigation for grievance hearings.
- Coordinate and respond to in and out of state jurisdiction requests for assessors on behalf of BCoFD.
- Tracking of High-level projects, Schedule, conduct and prepare documents for interviews.
Qualifications Required Qualifications Possession of a high school diploma or an appropriate equivalent,
plus three years' typing, word processing, or secretarial experience.
(Additional education may be substituted on a year-for-year basis for the required experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.)
Knowledge, Skills, and Abilities (Entry Level) Knowledge of modern office practices and procedures, including filing systems. Knowledge of administrative support functions, such as personnel, budget, and purchasing. Knowledge of spelling, grammar, and arithmetic. Knowledge of word processing, database management, and spreadsheet software packages.
Skill in use of automated office systems and word processing, database management, and spreadsheet software packages. Skill in the operation of office machines as listed in essential duties. Skill in performance of mathematical computations.
Ability to extract and summarize information and to prepare correspondence and reports. Ability to interpret, explain, and follow County and departmental rules and regulations. Ability to assist in developing budgets and monitoring expenditures. Ability to prepare documents relating to personnel, budget, and purchasing. Ability to establish and maintain effective working relationships. Ability to take verbatim notes. Ability to communicate effectively. Ability to coordinate, assign, and review the work of others. Ability to establish deadlines, schedules, and guidelines for completion of projects. Ability to type from plain copy at a rate equivalent to 40 WPM.
Knowledge, Skills, and Abilities (Full Performance) Knowledge of County and departmental rules, regulations, policies, and procedures. Thorough knowledge of word processing, database management, and spreadsheet software packages.
Skill in supervision or oversight of support functions and staff. Skill in resolving administrative problems and complaints. Skill in the composition and production of documents related to personnel, budget, and purchasing. Skill in extracting and summarizing information, and in preparing correspondence and reports. Ability to investigate and resolve inquiries and complaints for an agency. Ability to coordinate the administrative support of boards and commissions. Ability to effectively transmit management decisions to staff and other interested parties. Ability to keep management informed of issues requiring their attention.
Proof of Licenses, Certifications and Education Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable.
Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.
Proof of Degree Equivalency Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (
Mail or deliver documents to:
ATTN: Office Administrator - Fire Department
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204
You can attach your transcript(s) or license(s) to your application.
EXAMINATION PROCEDURE Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.
Conditions of Employment Employees hired after July 1, 2022 are required to participate in the Baltimore County Employees' Retirement System, with very limited exceptions.
Physical and Environmental Conditions The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.
Medical Examination and Employment Background Investigation Applicants selected for an appointment to a position in Baltimore County must successfully complete a physical examination and drug screen and an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.
Employment Benefits for Full-Time, Merit or Classified Employees Baltimore County General Government offers the following benefits to full-time,merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise.
Equal Opportunity Employer Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.
Smoke free workplace All Baltimore County offices are smoke free.
Drug free workplace Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.
Salary Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance
General Increases - Cost of living increases and adjustments may be granted as legislated.
Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County.
Employee Assistance Program Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.
Health Insurance Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include:
Medical, Prescription, Dental and Vision insurance.
Flexible Spending Accounts Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.
Life Insurance Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.
Retirement Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions.
Paid Leave Paid benefits listed below vary depending upon the Classification.
Sick Leave Vacation Leave Personal Leave Holidays Bereavement Leave Jury Leave Military Leave Baltimore County Employees Federal Credit Union Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.
Direct Deposit Payroll through direct deposit to the financial institution selected by employee is required.
Educational Assistance 70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.
Deferred Compensation Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.
Disclaimer This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.
01
The purpose of the supplemental questions listed below is to further evaluate your experience and education to determine your eligibility for this job classification. Answer each question accurately and thoroughly. The experience you indicate in your responses to the supplemental questions must also be described, in detail, on the
Work History section of this application. If you cite experience in your response that is not included on the Work History section of this application, your application may be considered incomplete and you may not receive further consideration for this position. Questions with text answers require you to include the name of the employer/organization and dates of the specific experience.
- I have read and acknowledge the above instructions.
02
Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered.
- I have read and acknowledge the above statement.
03
Are you currently a merit (full-time), non-merit (part-time), or temporary employee of the Baltimore County General Government?Employees of Baltimore County Public Schools, Baltimore County Public Library, Baltimore County's court systems or Baltimore County Community College and employees of temporary services used by the County are not considered employees of the Baltimore County General Government.
04
Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment background investigation and a medical examination. Are you willing to accept these conditions of employment?
- Yes, I am willing to accept these conditions of employment
- No, I am not willing to accept these conditions of employment and therefore I understand I will not be considered for this position with Baltimore County Government
05
The position you are applying for requires proof of education and/or licenses beyond high school in order to qualify. You must submit this proof as instructed on the job posting. If you do not submit the transcript(s) or license(s) by the closing date, your application will not be considered further.
- I have read and acknowledge the above instructions.
06
Employees hired after July 1, 2022 are required to participate in the Baltimore County Employees' Retirement System, with very limited exceptions.
- I have read and acknowledge the above statement.
07
Select the option that best describes your level of education and experience.
- Master's degree
- Bachelor's degree
- AA degree plus one year of typing, word processing or secretarial experience.
- High school diploma or appropriate equivalent plus three years' typing, word processing or secretarial experience.
- I do not have any of the above combinations of education and experience.
08
Provide specific example(s) of the experience you cited in the previous question. Include the employer(s) and date(s) you performed these duties. Be certain that this experience is also described, in detail, on the Work History/Experience section of this application.If you do not have experience as described in the previous question, respond by entering N/A to this question.
09
E-mail Please select the E-mail/Scheduling/Calendar software you have regularly used for at least one (1) year in a full-time (minimally 30 hours/week) work, volunteer or school environment.
- GroupWise
- Outlook
- Other E-mail and Schedule/Calendar Software.
- I have not regularly used E-mail/Scheduling/Calendar software.
10
Email/Calendar Select the choice that best describes your experience using Outlook or other e-mail/calendar software.
- Maintain calendars for multiple users; schedule events; create, send and receive email correspondence with attachments.
- Schedule events; create, send and receive email correspondence with attachments.
- Create, send and receive email correspondence.
- Not applicable. No experience as described above.
11
TIME & ATTENDANCE Select the time and attendance software you have regularly used for at least one (1) year in a full-time (minimally 30 hours/week) work environment.
- Workday
- ADP
- PeopleSoft
- Other time & attendance software
- Not Applicable. No experience as described above.
12
DATABASE Select the database software you have regularly used for at least one (1) year in a full-time (minimally 30 hours/week) work environment.
- Microsoft Access
- Other database software
- I have not regularly used database software for at least one (1) year in a full-time (minimally 30 hours/week) work, volunteer or school environment.
13
Software Select the software and/or other systems with which you have specific education and/or experience.
- Microsoft Windows 2016
- Microsoft Word
- Microsoft Excel
- Microsoft Access
- Microsoft PowerPoint
- Microsoft Publisher
- Office 365
- Webex
- Workday
- Outlook
- Other e-mail/calendar/schedule software
- Other word processing, speadsheet, desktop publishing and/or presentation software applications
- I have no experience in any of the above listed software applications.
14
Spreadsheets Select the choice that best describes your experience using Microsoft Excel or other spreadsheet software.
- Create & modify spreadsheets, create & modify formulas, format spreadsheets, enter & update data.
- Modify formulas, format spreadsheets, enter & update data in existing spreadsheets.
- Enter or update data in existing spreadsheets.
- Not applicable. No experience as described above.
15
Select the option that best describes your experience using Microsoft Word or other word processing software.
- Create, format, modify, merge, track changes to and print text documents, outlines, tables, charts, labels, envelopes, forms and other documents.
- Create, format, modify and print letters and other text documents.
- Not applicable. No experience as described above.
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