Office Coordinator - Fire Department

Overview

This job announcement may close at any time anytime with little or no notice. Applicants are advised to apply promptly.

Pay Schedule VI, Grade 21, Regular

Schedule:

35 hours per week

Vacancies exist in the Fire Department
- Volunteer Office.

A list of eligible applicants will be established based on the examination as outlined below. Current and future vacancies occurring within this class may be filled from the list of eligible applicants. All interested transfer and promotional candidates must apply at this time.

List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the Work Experience section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You must attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable. Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

• Assists in the preparation of the agency’s budget by providing supporting documentation and budgetary data and records.
• Oversees, facilitates and coordinates vendor contracts.
• Prepares and process invoicing through Workday system. SIR’s, PO’s, requisitions and expense reports.
• Tracking financial expenses for the fiscal year for multiple divisions within the agency.
• To include: encumbering/disencumbering appropriate funding, payment of invoices, and working with OBF- buyers for updating and renewal of contracts and vendors.
• Tracking and submission to cashier’s office all deposits to include revenue donations, radio replacements for Volunteers Division.
• Mail distribution
• Creates and maintains a variety of detailed office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise office records.
• Performs queries and compiles personnel, budgetary, and statistical reports.
• Posts charges and other financial data to general and special ledgers, calculates charges, percentages of charges, and interest, prepares a variety of entries, and maintains suspense logs to control workflow.
• Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others.
• Coordinates a financial function for a County agency or bureau.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Explains office policies, procedures, rules and regulations to other employees and the public.

• Assists in the preparation of County legislation.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.
• May take verbatim notes.
• Purchases office supplies.
• May supervise or coordinate the work of subordinate clerical staff.
• Performs other related duties as required.

Note: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.

• Knowledge of Baltimore County financial policies and procedures.
• Knowledge of Fire Department standard operating procedures and policies
• Ability to use automated office systems and database management and spreadsheet software packages.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to communicate effectively.
• Ability to perform basic mathematical computations.
• Ability to set up and maintain paper and electronic filing systems.
• Ability to interpret, explain, and follow County and departmental rules and regulations.
• Ability to…