Administrative Assistant- State's Attorney's Office
Job Location:
Ellicott, MD - USA
Yearly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
- POSITION SUMMARY/CLASS DESCRIPTION
Provides administrative support to the States Attorney. Work involves performing a variety of complex secretarial and admin tasks including compiling and organizing information for reports and long memorandums maintaining confidential files; disseminating information concerning administrative policies; researching data for presentations by the States Attorney daily attendance payroll assistance accounts payable. Work is performed under minimal supervision and direction. This is a State Authorized Exempt position and is ineligible for membership in a collective bargaining unit.
CLASS DESCRIPTION:
Performs senior technical level administrative support work which may include supervisory responsibility under general supervision for an administrative or technical superior. Work typically involves administrative technical and para-legal work providing staff assistance to various Boards; or administrative secretarial work or constituent services work assisting the County Executive the States Attorney the Chief Judge of the Fifth Judicial Circuit Chief of Staff or the Chief Administrative Officer. Assumes responsibility for clerical procedures and office operations; maintains executive calendar and appointments. May supervise a support staff. Work at this level may include independent responsibility for a difficult and complex administrative or clerical process not requiring the attention of a professional or technical expert.
- ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other related duties may be assigned.
- Processes recurring and monthly payments for direct payment in SAP or PDQ.
- Completes monthly reports.
- Orders supplies for the office and keeps the supply room in working order.
- Supports Grant reporting in SAP.
- Maintains States Attorneys Office training records for prosecutors and coordinates the registration of attendees.
- Reads and routes incoming mail addressed to States Attorney.
- Serves as back-up to Legal Secretary in the distribution of mail office-wide as required.
- Answers and screens telephone calls and visitors using tact and judgment in making referral to appropriate source of information
- Maintains liaison with county employees other county agencies and departments and the public at all levels
- Answers inquiries including complaints over the telephone and in person concerning specialized functions of the States Attorneys Office.
- Schedules meetings and maintains calendar for the States Attorney.
- Acts as a recording secretary for meetings conducted by the States Attorney as requested.
- Establishes and maintains complex filing systems for documents correspondence reports or other material.
- Serves as backup to the Office Manager in reviewing employee timesheets for completeness
- Completes total time worked by employees post time worked to master timesheet and routes timesheet to Payroll Division as required.
- Assists Office Manager with secretarial support when necessary. Hold all information to high level of confidentiality.
- Creates special investigation subpoenas.
- Back-up for the Grand Jury Coordinator functions.
- Provides back-up secretarial duties to Deputy States Attorneys.
- May plan assign and review the work of other administrative support employees.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.- MINIMUM REQUIRED EDUCATION/EXPERIENCE
Associates degree and four years relevant experience or equivalent combination of education and experience.
PREFERRED EDUCATION KNOWLEDGE SKILLS AND ABILITIES- Thorough knowledge of legal nomenclature.
- Knowledge of the criminal justice system laws regulations and procedures related to assignment.
- Knowledge of the SAP system.
- Ability to work under minimal supervision and prioritize work.
- Ability to clearly and effectively explain policies procedures and regulations both orally and in writing.
- Ability to exercise good judgment in deciding when to act independently and when to refer situations to a higher authority.
- Ability to work on a cooperative courteous and effective basis with associates officials and representative of public and private agencies and the public.
PHYSICAL DEMANDS AND WORK ENVIRONMENTThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is regularly required to use hands to touch handle or feel; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand walk and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This position is designated as an emergency/essential position and may be required to respond in a variety of emergency situations.
LANGUAGE SKILLS MATHEMATICAL SKILLS AND REASONING ABILITY- Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals.
- Ability to write routine reports and correspondence.
- Ability to speak effectively before customers or employees of organizations.
- Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.
- Ability to compute rate ratio and percent and to draw and interpret bar graphs.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.
ADDITIONAL INFORMATION:
TO APPLY:You must complete an employment application online to be considered for this recruitment. Resumes cannot be substituted for completion of the job application work history. No paper applications will be accepted.
Selected candidates may be subject to drug screening background screening and reference checks.
At time of application please submit a copy of any college degree coursework licenses or certifications that you have referenced on your who have education obtained outside of the U.S. may need to provide proof of the equivalent U.S. education as determined by a foreign credential evaluation service such as the National Association of Credential Evaluation Services () or World Education Services: International Credential Evaluation ( County Government is not sponsoring employees in application of the H-1B Visa or providing an extension of an existing H-1B Visa. All applicants must be legally authorized to work in the United States under the Immigration Reform and Control Act of 1986.
Howard Countyis an Equal Employment Opportunity Employer and we are committed to a workplace that values diversity equity and inclusion. The County prohibits discrimination on the basis of race color religion age sex ancestry creed national origin disability status genetics marital statusmilitary service sexual orientation gender identity/expression or any other characteristic protected by federal state or local laws. Applicants requiring accommodations during the hiring process should contact the Office of Human Resources directly at .Requests for accommodations should not be attached to the application.
Required Experience:
Junior IC
