Administrative Assistant III (12338. Grade HC6)

The Maryland-National Capital Park & Planning Commission is one of the largest organizations servicing both Montgomery and Prince George’s Counties. In both counties we manage the park systems, but in Prince George’s County we also develop the public’s recreation programs. Under the Department of Parks & Recreation, the Facility Services Division (FSD) is the largest division, providing high quality maintenance and maintenance support services for all parks and recreation facilities within Prince George’s County.

About the role

This administrative support position resides within the Fleet Administration section. The candidate will work in a busy fleet office environment, preparing and managing procurement, fixed asset control, and computer/software systems for the Fleet. You will report directly to the Fleet Service Manager and Trades Shop Supervisor.

Responsibilities

• Prepare travel advances, check requests, and other necessary financial documents to ensure the facility is operable.
• Prepare all necessary paperwork to ensure vendors are paid in a timely manner.
• Track all fleet purchases to ensure they are in accordance with M-NCPPC policies and procedures.
• Review all expenditures, ensuring they are tracked against the correct accounting unit.
• Track all fleet transactions and compare them against LAWSON.
• Assist in preparing contracts for the fleet, ensuring they are up to date, and track contract payments and renewals before expiration.
• Keep files current on all transactions for budgeting purposes.
• Answer phones and assist staff and vendors with fleet issues.
• Process and track Motor Vehicle Administration (MVA) documents (experience preferred).
• Use Fleet Management asset software similar to FASTER (experience preferred).
• Use fuel management software similar to Fuelmaster (experience preferred).
• Use Lawson for buyer, processor/receiver tasks (experience preferred).
• Maintain open communication with the purchasing department to ensure compliance with current procedures.
• Track items for fixed assets inventory as needed.
• Perform other duties as assigned.

Requirements

• High school diploma or a Certificate of General Educational Development (GED).
• 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.
• An equivalent combination of education and experience may be substituted, totaling 4 years.
• Excellent computer skills including Word, Outlook, and Excel.
• Friendly, detail-oriented, team player willing to provide administrative support as required.

Benefits

• Excellent benefits package, including health, dental, and vision.
• 43 paid vacation, sick, holiday, and personal days the first year.
• Opportunities for advancement and steady employment.

Pay

Salary Range: $48,635–$86,138

Schedule

Work Hours: 6:30 am – 3:15 pm

Working Conditions

• Works primarily in an office setting; may work outdoors briefly on an incidental basis.
• Work is primarily sedentary and requires very light to light physical effort; may require greater physical effort on an incidental basis.
• May be subject to high volume of work and tight deadlines.
• May be required to come in for storm and emergency work.