Administrative Specialist II

About the role

This full-time, permanent Administrative Specialist II position is in the Office of Inspections and Permits. The department's mission is to be the most efficient and cost-effective provider of permit issuance, inspection services, and enforcement services for Anne Arundel County, ensuring public safety, health, and welfare throughout the construction and development process.

As the front-line representative, this role meets and greets all customers entering the Permit Center, provides basic information on permit requirements, distributes permit applications, and issues building and trade permits.

An employee in this class performs a variety of standard and moderately difficult administrative and clerical support duties. Work is performed independently for recurring assignments, with general guidance provided for new or unusual tasks. The role involves using various software applications and office equipment to produce, edit, or process data, forms, documents, and correspondence.

Responsibilities

• Format and type correspondence, reports, tables, contracts, Requests for Proposals, regulations, purchase orders, invoices, and other office documents using a variety of computer systems and software applications.
• Review, code, enter, and update data in manual and/or automated systems to maintain current records and initiate corrective actions to ensure accuracy and completeness.
• Schedule appointments for staff and coordinate calendar commitments for meeting rooms.
• Maintain, monitor, and contribute to the modification of filing systems and/or document control procedures.
• Tabulate and prepare numerical data, tables, and reports from information found in other sources.
• Collect data from existing records to prepare budget documents, financial projections, and income and expenditure reports.
• Receive visitors, answer telephones, and provide information to the general public and other county employees, making referrals as appropriate.
• Receive, distribute, and route invoices, bills, requisitions, payment requests, applications, claims, orders, forms, and bids for processing.
• Receive, review, and distribute incoming mail and other materials.
• Proofread documents for accuracy, completeness, and adherence to procedural requirements.
• Receive and record cash and/or checks and issue receipts.

Requirements

• Considerable knowledge of departmental rules, regulations, procedures, and functions.
• Considerable knowledge of modern office practices, procedures, systems, and standard office equipment.
• Considerable knowledge of grammar, spelling, and basic mathematical skills.
• Considerable knowledge of general County government and department operations.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to draft standard administrative communication and prepare and edit correspondence.
• Ability to meet time-sensitive deadlines.
• Ability to operate current software applications and databases.

Qualifications

Education: Graduation from high school.

Experience: Two (2) or more years of experience in administrative support work.

Preferred Qualifications

• Receptionist experience with a strong focus on phone-based customer service and greeting and directing visitors.
• Knowledge and experience with the residential and commercial building permit process.
• Able to multitask and remain calm under pressure.