Administrative Specialist II

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

About the role

The Administrative Specialist II serves as the first point of contact for customers visiting the Permit Center. This role 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 tasks, with general guidance provided for new or unusual assignments. The role involves using various software applications, technology, and office equipment to produce, edit, or process data, forms, documents, and correspondence. Work products impact the accuracy and reliability of further processes and services, and the position involves meeting deadlines and handling time-sensitive documents.

Responsibilities

• Format and type correspondence, reports, tables, contracts, Requests for Proposals, regulations, purchase orders, invoices, and other office documents using various 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 existing information sources.
• Collect data from records to prepare budget documents, financial projections, and income and expenditure reports.
• Receive visitors, answer telephones, and provide information to the public and 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

• Graduation from high school or equivalent.
• Two or more years of experience in administrative support work.

Skills

• Considerable knowledge of departmental rules, regulations, procedures, and functions.
• Considerable knowledge of modern office practices, procedures, systems, and standard office equipment.
• Strong grammar, spelling, and basic mathematical skills.
• Familiarity with general County government and department operations.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to draft standard administrative communications and prepare/edit correspondence.
• Ability to meet time-sensitive deadlines.
• Proficiency in operating current software applications and databases.
• Preference given to applicants with:
  • Receptionist experience with a strong focus on phone-based customer service and greeting/directing visitors.
  • Knowledge and experience with the residential and commercial building permit process.
  • Ability to multitask and remain calm under pressure.

Benefits

• Medical/Health Insurance Plans:
  • BlueChoice Advantage EPO
  • BlueChoice Advantage PPO
• Dental Insurance:
  • CIGNA Dental PPO (Buy-Up)
  • CIGNA Dental PPO (CORE)
  • CIGNA Dental HMO (DHMO)
• Vision Insurance: EyeMed
• Employee Life Insurance: Term insurance of $20,000 at no cost; option to purchase Supplemental & Dependent Life Insurance.
• Disability Income Insurance
• Pension Plan: Normal retirement after 30 years of service, or at Age 60 with 10 years of service; option to enroll in the Employees Retirement Savings Plan.
• Deferred Compensation: Section 457 Plan
• Direct Deposit
• Credit Union
• Holidays: Twelve days per calendar year, thirteen in a general election year.
• Annual Leave:
  • Less than 5 years: 13 days
  • 5 years to less than 10 years: 15 days
  • 10 years to less than 20 years: 20 days
  • 20 years or more: 26 days

  *Some positions receive additional paid annual leave in lieu of holidays and personal leave.

• Disability Leave: Accrual at a rate of 15 days a year.
• Personal Leave: Five days per calendar year.
• Leave Sharing
• Employee Assistance Program: Free, confidential counseling for employees and family members (4x per year per problem per family member); includes counseling on legal and financial issues, and assistance in locating childcare and elder care.
• Flexible Spending Accounts:
  • Dependent Care Reimbursement
  • Health Care Reimbursement
• Voluntary Benefits: Opportunity to enroll in any or all of the following with payroll deduction:
  • Universal Life Insurance with Long Term Care Rider
  • United Legal Benefits