Administrative Assistant - County Council

POSITION SUMMARY
Provides highly responsible technical, administrative and clerical work to support various Boards, Executive Assistants and Council Administrator. Work typically involves administrative, technical and paralegal work providing staff assistance to the County Council and various Boards; or administrative secretarial work assisting the County Council, or the Administrator. Assumes responsibility for clerical procedures and office operations; assist with technology issues within office. This position exercises independent judgment to ensure efficient operations and services. Frequent contact with the public, county officials and employees.
This position works a flexible schedule due to meetings held outside of the regular business hours. This position serves in a confidential capacity within the definition of Howard County labor relations law and is ineligible for membership in a collective bargaining unit.
STARTING SALARY HIRING RANGE
$26.28 - $33.40
$54,655 - $69,469
CLASS DESCRIPTION
Performs senior technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves administrative, technical and para-legal work providing staff assistance to various Boards; or administrative secretarial or constituent services work assisting the County Executive, the State’s 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.

Include the following. Other duties may be assigned.
Provides senior technical level administrative support for the Executive Assistant (Board Administrator), Zoning Board, Board of Appeals, Board of License Commissioners, Alcoholic Beverage Hearing Board, and Hearing Examiner.
Receives applications, petitions, reports, records and other materials and reviews same for completeness, accuracy and sufficiency for further processing and processes same; assembles additional data as necessary; maintains complex records.
Researches submitted information for verification as needed; coordinates the collection of additional data related to pending applications/cases.
Serves as an initial point of contact with the public and media to ascertain needs and assemble information or arrange a response to inquiries. Manages Public Information Act request. Investigates and follows up on citizen complaints and inquiries.
Schedules meetings; and maintains schedules for Boards, Hearing Examiner, Executive Assistant and/or Council Administrator; prepares agendas; verifies proper notice of meetings.
Sets up, monitors, records, streams, attends and provides staff/technical assistance for Council and board meetings as required, (including night meetings).
Operates the Council Control Room for live multi-camera productions. Prepares, updates and maintains video graphics for streamed productions.
Supports recordkeeping functions by maintaining case files, documentation of exhibits, logs, journals, files, other permanent legislative, council records, Decision and Orders of the Boards. Distributing documents upon request and posting online.
Develops, updates, and maintains content for Council and/or Board social media / webpages, including conversion of audio recordings and video of meetings.
Provide general secretarial support including; drafts and/or edits correspondence, resolutions, briefing, Decision and Orders, and other written materials for own, or members of the Council Office.
Processes forms, such as expense vouchers, travel approval, and other documents in accordance with County and Council policies.
Greets Council guests, answers telephone inquiries, and provides public information as directed.
Acts in back up capacity to the Executive Assistant in all Board functions or functions of payroll, ordering, accounting, enrolling legislation and other duties as assigned by the Council Administrator.

Associate's Degree and four (4) years related experience or equivalent combination of education and experience.
PREFERRED EDUCATION, KNOWLEDGE, SKILLS AND ABILITIES:
Bachelor's Degree in business or related field with four (4) years related experience and/or training.
Paralegal experience or experience with quasi-judicial bodies; familiarity with liquor and/or zoning law helpful.
Excellent customer service, organization, and attention to detail.
Strong analytical skills.
Ability to understand and apply complex regulations.
Ability to gather and analyze information and data from many sources and to make alternative recommendations for action based on such information.
Ability to express ideas clearly and effectively both orally and in writing.
Ability to establish and maintain tactful and effective working relationships with Board Members, County residents and business owners, and County government employees.
Consistent ability to work independently, manage multiple priorities, communicate effectively and exercise good judgment in diverse circumstances.
Excellent proficiency with technology and software for word processing, data base management, accounting, and web maintenance.
Demonstrable skill with audio/video production.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The 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 sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
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 typical of a busy office work environment.
LANGUAGE SKILLS, MATHEMATICAL SKILLS AND REASONING ABILITY:
Ability to read, analyze, and interpret professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
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 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.

Possession of a valid driver's license.

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 application. Applicants 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 (http://www.naces.org) or World Education Services: International Credential Evaluation (https://www.wes.org/).

Howard 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 County is 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 race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military 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 [email protected]. Requests for accommodations should not be attached to the application.