New Job Administrative Associate - Utilities In Maryland

Summary

Essential Job Functions

• Coordinates and prepares the weekly and monthly on-call schedules for all Utilities staff (Operators, Electricians, Equipment Maintenance, Lines Maintenance and Utility Locators). Works with Emergency Services, Quick Connections Answering Service, and all Utilities staff to ensure on-call is covered at all times.
• Receives and examines applications, data, and other division documents regarding substantial operations for the division and initiates follow-ups with the Maryland Department of Environment.
• Reviews monthly electrical invoices for payment verification, assigns appropriate account numbers for payment. Interacts with the Southern Maryland Electric County to connect service for new sites and the disconnection of old or abandoned water and wastewater sites. Works with Capital Services and Support Services to ensure all staff are updated and advised of status.
• Orders chemicals for the wastewater and water locations, ensuring that chemicals are delivered, and any discrepancies are resolved and alleviated.
• Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.
• Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor's review; prepares memos, notes, and reports for supervisor.
• Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.
• Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.
• Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notify parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files containing such data, managing such information to provide information to unit management and to generate reports.
• Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
• Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.
• Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
• Receives, screens and routes mail; directs items to other staff or County offices as appropriate.
• Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
• Produces a variety of typed or word-processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or types copy from drafts; proofs and edits typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections; ensures adherence to established style guides and formats.
• Maintains the central filing system, scanning all reports for the Operations Division and ensuring all reports are up to date as required by the State.
• Prepares Consumer Water Quality Reports as required by the State. Works with media, printing vendors, etc. to ensure all deadlines are met.
• Performs other related job duties as assigned.

Qualifications, Knowledge, Skills, and Abilities

Special Requirements/Qualifications:

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures and practices including operation of office appliances such as calculators, computers, typewriters, and word processors.
• Knowledge of secretarial procedures and practices.
• Ability to follow through on matters and uses independent judgment and training to take appropriate actions to deal with standard recurring situations.
• Ability to provide office management and related services to a department.
• Ability to maintain client confidentiality.
• Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
• Ability to assist the public, clientele, and others to utilize services by explaining, instructing, and advising them regarding their needs and requests and the services provided.
• Ability to perform general office clerical work quickly and efficiently.

Additional Information

PHYSICAL DEMANDS

WORK ENVIRONMENT

Department/Division: Public Works Utilities/Administration

Pay Grade: 109

FLSA Status: Non-Exempt

Telework Eligible: Yes

Reports To: Financial Support Manager

Supervises: None

13 PAID HOLIDAYS

EMS EMPLOYEES RECEIVE 6 CORE HOLIDAYS IN ACCORDANCE WITH THE COLLECTIVE BARGAINING AGREEMENT

ANNUAL LEAVE

• Begin employment by accruing 8 hours a month (sliding scale based on hours worked)

SICK LEAVE

• Accrue 7.5 hours a month (sliding scale based on hours worked)

TRANSFER OF SICK LEAVE

• May receive credit for up to 400 hours of accrued, but unpaid, sick leave from previous employer when they begin employment

PAID TIME OFF (PTO)

• Employees working 1950 hours per year recieve 30 hours of PTO
• Employees working 2080 hours per year recieve 36 hours of PTO
• Employees working 2184 hours per year recieve 36 hours of PTO

PAID PARENTAL LEAVE

• Up to 6 weeks of paid leave after birth/adoption of child

HEALTH INSURANCE – County PAYS 70% of cost (sliding scale based on hours worked)

• Blue Choice Advantage, Prescription & Vision
• Blue Choice HMO Open Access, Prescription & Vision
• CareFirst Dental
• Delta Dental

RETIREE HEALTH INSURANCE – Health Reimbursement Arrangement. New hires who elect health insurance coverage with Charles County Government (CCG) will be enrolled in a Voluntary Employee Beneficiary Account (VEBA). Upon retirement or separation from employment, you will be able to use the funds in the VEBA account to pay for your health insurance premiums and other qualified medical expenses. You are required to contribute $30.80 per pay period (via payroll deduction). CCG will also make a contribution of $90.40 per pay period .The contribution may be adjusted each year based on the Consumer Price Index (CPI).

PENSION PLAN (Defined Benefit Retirement Plan)

• In order to be eligible for the pension plan, you must work at least 37.5 hours a week.

• County Pension Plan – Non-Public Safety, Mandatory Participation 4% employee contribution
• County Pension Plan – Public Safety, Mandatory Participation 8% employee contribution
• Sheriff's Office Retirement Plan – Communications, Mandatory Participation 7% employee contribution
• Sheriff's Office Retirement Plan – Sworn, Mandatory Participation 8% employee contribution
• Sheriff's Office Retirement Plan – Corrections, Mandatory Participation 7% employee contribution

DEFERRED COMPENSATION PLAN (457(b) Governmental Plan)

• Available to all employees, regardless of hours worked.

• Mass Mutual
• MetLife
• Nationwide Retirement Solutions

LIFE INSURANCE

• No charge to employee (Valued at 1.5x the employee's annual salary, not to exceed $250,000)

• Supplemental insurance available for additional cost
• Dependent life insurance available for additional cost

LONG TERM DISABILITY INSURANCE - No charge to employee

• Benefit pays 60% of salary at date of disability up to $5,000/month

FLEXIBLE SPENDING ACCOUNT

• Medical and Dependent Care

THE STANDARD SUPPLEMENTAL INCOME PRODUCTS

• Accident Policy and Critical Illness Policy

LEGAL RESOURCES

• A prepaid Legal Resource benefit

ONSITE CHILDCARE AT A DISCOUNTED RATE

• Located at the Community Services building (8190 Port Tobacco Road, Port Tobacco, MD 20677)

HOUSE KEYS 4 EMPLOYEE PROGRAM - Up to a $7,500, 0% interest loan, to be used for a down payment or closing cost toward a new home in Charles County. For eligible full-time employees who are first time home buyers.

EMPLOYEE ASSISTANCE PROGRAM

TUITION REIMBURSEMENT PROGRAM