Administrative Coordinator NCS - Office of Labor Commissioner

THIS IS A NON-CIVIL SERVICE POSITION

SALARY RANGE: $50,797.00 - $61,402.00 ANNUALLY

Get to Know Us

Welcome to the City of Baltimore! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the City of Baltimore, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team! The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here: https://humanresources.baltimorecity.gov/hr-divisions/benefits

JOB SUMMARY

An Administrative Coordinator performs administrative support work involving complicated subject matters and complex procedures.  Performs a variety of office, administrative work using Microsoft Office Suite and other proprietary software programs.  Performs accounting work.  Employees in this class work a conventional workweek.  Work is performed in a standard office environment. Work requires minimal physical exertion but may involve lifting moderately heavy packages and/or stacks of mail and other materials.

ESSENTIAL FUNCTIONS

• Performs a variety of tasks including maintaining files, completing monthly statistical and program reports, proof-reading and editing documents and coordinating mail distribution and office equipment operation, maintenance and repair

• Performs a variety of tasks involving grievance and arbitrations including scheduling grievance hearings; maintaining grievance and arbitration files; maintaining the grievance and arbitration spreadsheet.

• Formats, creates, drafts, reviews, proofreads and edits documents prior to supervisor’s review.

• Inventories, orders and maintains a supply of office materials.

• Answers office telephone.

• Registers, revises or cancels staff for conference(s) and seminar(s).•   Maintains staff membership with various business-related organizations.

• Maintains appointment schedule and arranges meetings and conferences for superior; suggests and arranges alternate dates when original schedule cannot be met; notifies superior in advance of meetings and assembles correspondence, files and other material for meetings.

• Prepares technical and complex reports

• Maintains confidential files and oversees the maintenance of other important or sensitive record systems.

• Agency coordinator for Municipal Telephone Exchange. Accounting and Recordkeeping Duties:

• Pays vendor invoices using the City’s accounting system.

• Verifies and records payments from vendors and unions.

• Contacts vendors to obtain information and correct discrepancies on invoices.

• Completes journal entries using City’s accounting system.

• Agency coordinator for the procurement card (PCard).

• Assist with compiling data for budget.

• Assists with coordinating such office services as personnel administration, budget preparation and records maintenance.

• Performs related work as required. ​

MINIMUM QUALIFICATIONS:

EDUCATION: Have an associate’s degree from an accredited college or university.

AND

EXPERIENCE: Three years of office or administrative support experience including two years in scheduling appointments, writing correspondence and setting up meetings and agendas.

OR

EQUIVALENCY NOTES: Have an equivalent combination of education and experience. Non supervisor experience or education may not be substituted for the required supervisory experience.

LICENSES, REGISTRATIONS, AND CERTIFICATES: Have a valid Maryland Class C Noncommercial driver's license or an equivalent driver's license and be eligible to obt