OFFICE ASSISTANT

Salary: $35,681.00 - $45,098.00 Annually
Location : Towson, MD
Job Type: MERIT
Job Number: 01.600 10-2024
Department: HHS/FINANCE & ADMINISTRATION
Opening Date: 10/10/2024
Closing Date: Continuous
Pay Schedule 1, Grade 19, Regular Schedule: 35 hours per week.
A vacancy exists in the Department of Health and Human Services, Bureau of Finance and Administration.
A list of eligible applicants will be established based on the examination as outlined below.
Current and future vacancies occurring in this class may be filled from the list of eligible applicants.
All interested candidates must apply at this time.
List all promotions and changes in job duties due to r eclassification as separate work experience 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 must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies 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.
Examples of Duties
Under general supervision, the Office Assistant performs comprehensive word processing, typing, and other clerical duties in support of an office.
Essential Job Duties

• Uses automated office systems, such as word processing equipment or a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares document for distribution or mail.
• Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential alphabetical, chronological, or subject matter files and records.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determines release of information according to established procedures and confidentiality.
• Initiates the process of purging and updating files.
• Opens, date stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence and/or written complaints to the time of completion.
• Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors.
• Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space.
• Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel related documents and forms.
• Performs timekeeping functions for the work unit.
• Prepares payroll and tracks leave usage.
• Operates office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

Examples of Other Duties

• Assists in the preparation of County legislation.
• Maintains simple financial and statistical records.
• Reconciles account balances.
• Orders and maintains office supplies.
• Prepares and processes purchase orders, direct payments, and invoices.
• Verifies procurement card purchases.
• May take verbatim notes or minutes.
• May lead and instruct others.
• Performs other related duties as required.

(NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.)
Qualifications
Possession of a high school diploma or an appropriate equivalent;
Plus
One (1) year typing, word processing, or secretarial experience.
Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.
Additional education may be substituted on a year-for-year basis for the required experience.
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. 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 Assistant
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204
You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable.
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
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 employment with Baltimore County must successfully complete a physical examination, drug screening and employment investigation, including, but not limited to criminal background, education certification and fingerprinting checks.
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. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of this application. 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/History" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for this position. Applicants selected for an interview may provide a resume at that time.

• 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.

• Yes
• No

04
Baltimore County Government considers examples of qualifying experience for the Office Assistant position to be: medical secretary, legal secretary, legal assistant, administrative assistant, receptionist, data entry operator/clerk, account clerk, shop clerk, office clerk, medical billing clerk/assistant. I have read and understand the above statement.

• Yes
• No

05
Select the option that best describes your education/experience.

• 9th grade plus four years typing, word processing, or secretarial experience
• 10th grade plus three years typing, word processing, or secretarial experience.
• 11th grade plus two years typing, word processing, or secretarial experience.
• High School diploma or an appropriate equivalent plus one year typing, word processing or secretarial experience.
• High School diploma or an appropriate equivalent plus 30 college credits in any field.
• AA degree in any field.
• Bachelor's degree in any field.
• Master's degree in any field.
• I do not have any of the combinations of education and/or experience as described above.

06
Provide specific example(s) of the typing, word processing, or secretarial experience you cited in the previous question. Include the employer(s) and date(s) you performed these duties. If you do not have typing, word processing or secretarial experience, respond by entering "N/A" in the space below.
07
If you are substituting education for any of the required experience, transcripts must be submitted by the closing date in order to meet the minimum qualifications for the position.Failure to submit proof of Education will result in your application not being considered.

• I have read and acknowledge the above instructions and attached proof of education.

08
Bilingual- Do you have the ability to read, write and speak a language other than English?

• Yes
• No

09
If you answered "Yes" to the above question, what other language(s) do you read, write or speak.If you chose "No" in the previous question, respond by entering N/A to this question.
10
Customer Service Many positions require working with clients or customers, either on the telephone or in person. Choose the answer that best describes your experience.

• I have customer service experience dealing with customers/clients in person.
• I have customer service experience dealing with customer/clients on the telephone.
• I have customer service experience dealing with customers both in person and on the telephone.
• I have little or no experience dealing with customers/clients in person or on the telephone.

11
Software Select the software and/or other systems with which you have specific education and/or experience. Select all that apply.Qualified applicants selected for an interview will be asked to demonstrate their proficiency as part of the selection process.

• Microsoft Windows
• Microsoft Word
• Microsoft Excel
• Microsoft Access
• Microsoft PowerPoint
• Microsoft Publisher
• Adobe Office Suite
• FaxCom Software
• SharePoint Software
• Cassworks
• Crystal Report Software
• Virtual Meetings Software
• Not applicable: No experience with the types of software applications as described above.

12
Spreadsheets Select the choice that best describes your experience using MS Excel or other spreadsheet software.Qualified applicants selected for an interview for positions that require MS Excel will be asked to demonstrate their proficiency with MS Excel as part of the selection process.

• 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.
• No experience using spreadsheet software.

13
Word Processing Select the option that best describes your experience using Microsoft Word or other word processing software.Qualified applicants selected for an interview for positions that require Word Processing will be asked to demonstrate their proficiency with Word Processing as part of the selection process.

• 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.
• No experience using word processing software.

14
Microsoft Word How would you describe your level of experience using Microsoft Word?Qualified applicants selected for an interview for positions that require skill in MS Word will be asked to demonstrate their proficiency with MS Word as part of the selection process.

• I am an advanced user.
• I am an intermediate user.
• I am a beginner user.
• I do not have any experience using Microsoft Word.

15
Email/Calendar Select the choice that best describes your experience using Outlook or other e-mail/calendar software.

• Maintain calendars for multiple users; schedule appointments and meetings; create, send and receive email correspondence with attachments; reserves meeting room facilities or space.
• Schedule appointments and meetings; create, send and receive email correspondence with attachments; reserves meeting room facilities or space.
• Create, send and receive email correspondence with attachments; reserves meeting room facilities or space.
• Create, send and receive email correspondence.
• Reserves meeting room facilities or space.
• Not applicable. No experience as described above.

16
Internet Select the choice that best describes your experience using the Internet.

• Research topics; download and save text and image files.
• Research topics; download and save text files.
• Research topics.
• Not applicable: No experience as described above.

17
Facilities Management Select the choice(s) that best describe your experience related to facility management. Select all that apply.

• Assist with the coordination of cleaning service requests.
• Assist with the coordination of maintenance service requests.
• Assist with the coordination use of space by multiple customers.
• Assist with the coordination of courier service requests.
• Assist with tracking utility usage and costs.
• Assist with maintaining building supplies inventory.
• Not applicable: No experience as described above

18
The work of these positions is essentially sedentary, with occasional walking lifting and/or other restricted physical activities. Are you willing and able to accept this condition of employment?

• Yes
• No

19
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.Are you willing and able to accept these conditions of employment?

• Yes, I am willing and able to accept these conditions of employment.
• No, I am not willing and able to accept these conditions of employment and therefore I understand I will not be further considered for a position with Baltimore County Government.

20
I understand I am responsible for maintaining the accuracy of my contact information, including my street address, my e-mail address, and my contact telephone numbers. My failure to maintain accurate contact information may result in my not receiving information regarding this job announcement and/or may result in my not being further considered for this employment opportunity. To update this information visit and change your profile.

• I have read and acknowledge the above statement.

Required Question