Office Manager; Office of Highway Maintenance

Salary: $47,527. 00 - $80,000. 00 Annually

Location : Forestville, MD

Job Type: Fulltime/Permanent/Classified

Job Number: 08933

Department: Public Works & Transportation

Division: OHM-Traffic Management Operations

Opening Date: 11/13/2024

Closing Date: 11/27/2024 11:59 PM Eastern

Nature and Variety of WorkCome join our team!

Prince George's County Government provides a dynamic and inclusive workplace where employees can thrive, learn, and grow across its 30 diverse agencies, all dedicated to serving the County's residents with essential resources and services. Nestled just minutes away from Washington, DC, Prince George's County combines urban vibrancy with serene surroundings, offering an ideal setting to live, work, and enjoy life.

We are Prince George's Proud!

The Prince George's County Department of Public Works & Transportation (DPW&T) is currently seeking highly qualified applicants to fill an Office Manager; Office of Highway Maintenance(Grade A19) position in the Office of Highway Maintenance . About the Position:
This is a supervisory senior-level administrative role, whereby the incumbents support and relieve the Associate Directors of daily activities ensuring the smooth operation of transit program correspondence, reporting, and activities from the Associate Director's office. The incumbent will be evaluated on accuracy, completeness, timeliness, and compliance with established guidelines and procedures. Work may be complex and will require the incumbent to perform a variety of advanced office management tasks as well as the coordination of meetings and special activities.
About the Agency:The Department of Public Works and Transportation (DPW&T) is responsible for nearly 2,000 miles of County-maintained roadways that range from rural to urban classifications. The transportation infrastructure includes 900 bridges, as well as shoulders, sidewalks, curbs/gutters, stormwater management facilities, driveway aprons and nearly 3,000 acres of grassy area - all of which are maintained by staff of the Department. DPW&T's workforce keeps the County's various services moving by performing a myriad of activities which include removing snow and ice from County-maintained roadways, upgrading traffic signals, installing streetlights, clearing fallen trees, unclogging drainage inlets and maintaining stormwater management facilities, as well as performing roadway repairs ranging from potholes and sidewalk trip hazards to bridge repairs and resurfacing projects and more.
Examples of Work

• Coordinates office workflow and ensure efficient and effective office management operations;
• Serves as the Office Manager and liaison for visitors to the Associate Director's office;
• Coordinates a variety of office activities, special project and functions;
• Prepares and coordinates travel requests and reimbursements to seminars/conferences, confirms reservations and verify expense reports;
• Assists the Associate Director with maintaining and updating the Departmental Standard Operating Procedures (SOP's);
• Serves as the Agency Payroll Coordinator (APC) for the Office;
• Prepares and maintains a variety of financial documents required for the acquisition of materials, supplies and services;
• Enters purchase requisitions into the ERP/SAP system and prepares purchase requests forms for approval;
• Serves as purchasing card user and manages, secures and reconciles as directed by policy;
• Manages the Associate Director's calendar;
• Schedules appointments and provides notification of scheduled meetings in advance of meeting dates/times, prepares meeting updates and agendas;
• Drafts and composes correspondences and reports for the Associate Director's approval;
• Proofreads and edits documents, type sensitive/confidential materials and disseminates to appropriate personnel;
• Screens and responds to inquiries from callers;
• Maintains the Departmental filing system and retention schedule;
• Researches and organizes materials in preparation for meetings, conferences, workshops, etc. ;
• Performs other tasks and duties assigned, which may not be specifically listed in the position description; however, are within the general occupational category and responsibility level associated with the employee's class of work.

• Must have experience at the Administrative Aide III level equal to the length of the probationary period;
• Associates degree in Business Administration or Secretarial Science;
• Two (2) years of advanced secretarial/administrative experience which involved working with the public, office management and operational details, and some supervisory responsibilities.

• Applicants have experience at the Administrative Aide III level equal to the length of the probationary period with Prince George's County Government; or
• Possess an Bachelor's degree in Business Administration, Public Administration, Communications, or closely related field;
• 1 year public works and/or transportation experience, which includes:
• Fiscal and grant reporting familiarity
• Proficiency with compliance and auditing processes
• 2-3 years of advanced technical administrative experience, which includes:
  • Working with the public, office management, and operational activities using standard secretarial/administrative practices and procedures, systems and equipment;
• Demonstrated independent problem-solving skills and analytical abilities;
• Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams, etc. );
• Must have exceptional attention to detail;
• Strong organizational and time management skills, and ability to prioritize;
• Upholding strict confidentially codes; and,
• The ability to compose and prepare routine correspondence, perform basic mathematical skills, maintain appointment calendars, and the ability to process and interpret data.

• Applicants who meet minimum qualifications must pass an administered Administrative Aide exam. Applicants who have previously taken the exam on or after 8/1/2024, and passed, will not be required to re-test; instead, previous test scores will be used to receive the passing disposition.
  
• Possess and maintain a valid driver's license.
  
• Be willing to participate as an "essential" employee in the Department's Snow and Ice Control Program and other emergency operations as assigned.
  
• Meet all train.