Administrative Assistant Iii - Upper Marlboro, United States - The Maryland-National Capital Park and Planning Commission

The Maryland-National Capital Park and Planning Commission

Verified Company

Upper Marlboro, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

Description:

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 in Parks & Recreation.

We provide high-quality maintenance and maintenance support services for all of the parks and recreation facilities within Prince George's County.

We have six major work areas:

Fleet Management, Buildings & Structures (Trade Shops), Horticulture & Forestry, Major Maintenance & Inspection, Critical Projects (Aquatics, Heavy Equipment and Sustainability), and the Administrative section.

We offer an excellent benefits package, including health, dental, and vision, as well as 43 paid vacation/sick/holiday/personal days the first year; opportunities for advancement, and steady employment.

You may be required to come in for storm and emergency work.

Examples of Important Duties:

This administrative support position resides within the Administrative section.

The Administrative section is responsible for preparing /managing the operational budget, payroll processing, human resources management, procurement, fixed asset control, computer/software systems for the Division, as well as operation of the Department's two-way/Nextel radio communication system.

You would report directly to the Administrative Specialist I and or Administrative Supervisor and be responsible for preparing travel advances, check requests, and other necessary financial documents to ensure the facility is operable.

Prepare all necessary paperwork to ensure vendors are paid promptly. Tracks facility purchases to ensure they are following MNCPPC policies and procedures. Review all expenditures making sure they are tracked against the correct accounting unit. Track all transactions and compare them against LAWSON.

Assist in preparing contracts for the facility and make sure they are up to date as well as track contract payments and renew before expiration date.

Keep files current on all transactions for budgeting purposes.

May assist in handling petty cash and purchase card transactions according to the purchasing policies and procedures ensuring that all programs are ready to stand an audit at all times.

Keep communications open with the purchasing department to ensure you comply with current procedures. May have to track items for fixed assets inventory.

Specific responsibilities include:

ensuring that supervisors properly fill out the material requisition form for materials, equipment, and services relative to a Field Direct PO; keying in pertinent information into the Performance system, and for PO generation/tracking.

You would return the PO to the manager for a final check and submit a Change Order to the system, if needed, for an updated PO.

For Central Purchase Orders, you would work with the supervisors to develop a Request for Proposal (RFP).

Responses are placed on a Bid Tabulation Excel Sheet that defines who bid, what they bid, etc., and submitted to the manager for selection.

After the data information is entered into the Performance system, you would receive a document for review/approval by the Division Chief and submit it to Purchasing for processing.

As the backup custodian of the Petty Cash Checking Account, you would ensure that the fund is used appropriately, a reimbursement form is developed for submission to Finance, and that the monthly bank statements for this account are reconciled.

You would also administer and track travel advances as needed, coordinate the deposit of funds to the Employee Fund, and submit the appropriate paperwork to Accounting as needed.

This position entails a range of tasks and requires that you have a background in purchasing. You must also have experience managing money/funds. Strong organizational skills are required along with the ability to be a self-starter who works well with mínimal supervision. Attention to detail and accuracy will also be required.

Some supervisory skills are preferred, along with excellent proficiency skills utilizing Microsoft Office Suite such as Word, Outlook, Excel, and PowerPoint.

(Work Hours are 6:30 - 3:15 pm)

Salary Range ($45,815$81,143)

Minimum Qualifications:

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, which together total 4 years.

Supplemental Information:

Classification Specification Administrative Assistant III

The Maryland-Nati