Assistant to the Director's Office (Grade 22, 13224)

The Maryland-National Capital Park and Planning Commission - Montgomery County, MD4.2

The Maryland-National Capital Park and Planning Commission (M-NCPPC), a six-time National Recreation and Parks Association Gold Medal Award Winner, is seeking an Assistant to the Director's Office in the Montgomery County Department of Parks. The Department has a career staff complement of nearly 800 employees and serves a diverse population of more than one million residents. The Department manages 421 parks on nearly 37,000 acres of parkland with an annual operating budget of over $100 million, and a six-year Capital Improvements Program of over $240 million.

We are looking for an experienced, enthusiastic and self-motivated professional to manage the day-to-day operations of the Montgomery County Parks Director's Office and Parkside Headquarters. This position reports directly to the Deputy Director of Administration and must demonstrate superior administrative skills, budgetary knowledge and have supervisory experience. The ideal candidate can consistently manage multiple high-priority task in a fast-paced, deadline-driven environment and is highly skilled at collaborating and communicating with internal and external stakeholders.

Examples of Important Duties
Manage the day-to-day operations of the Director's Office which consist of a Director, two Deputy Directors, the Senior Advisor to the Director, the Administrative Specialist, the building receptionist, and the departmental courier. This includes greeting guests, organizing meeting agendas and talking points, managing official paperwork requiring signatures, and responding to requests from the Director and Deputies.
Manage complex and challenging Director's Outlook calendars. Efficiently arrange numerous details for meetings including agendas, supporting materials, attendee availability, travel time, scheduling conflicts, and other logistical details.
Develop spreadsheets and database applications, maintain file tracking systems, perform financial and procurement tasks such as overseeing purchase card program for the Director's Office, processing requisitions and check requests and working with financial systems;
Provide guidance to other departmental administrative staff on office procedures, processes, and policies;
Oversee procurement and contract administration for various department-wide and building-wide services such as pest control, water cooler, fire extinguishers, etc.
Serve as the lead in preparing and monitoring the operating budget and performance measures for the Director's Office;
Serve as the lead in communicating and tracking staff retirements, promotions, new hires, and achievements;
Manage certain building-wide maintenance and safety functions such as updating and implementing the Emergency Action Plan (EAP), administrating the building security system, approving employee access levels and issuing employee access cards, monitoring custodial services, managing the buildings fleet of vehicles, implementing and updating the Department's Continuity of Operations Plan (COOP), and overseeing the Department's courier services;
Work closely with the staff in the Commissioner's Office to coordinate memos, meetings and events;
Lead recruitment activities for the Director's Office including composing job descriptions, reviewing applications, recommending qualified applicants, and on-boarding;
Coordinate conference registrations and planning efforts and organize off-site meetings;
Attend senior-level meetings, prepare agendas, and take meeting minutes;
Supervise other administrative and support staff in the Director's Office, including monitoring their performance and providing training, and overseeing coverage for the front desk.
Provide administrative and technical support to the Director's Office, including coordination of Microsoft Outlook calendars, correspondences, and general office duties such as answering e-mails, typing and answering phone calls.
Coordinate special staff events for the Department and Headquarters.
Minimum Qualifications
1. Bachelor's Degree in Human Resource Management, Finance, Business or any related field.
2. Two (2) years of progressively responsible experience in human resource management,
finance or any other related field of business administration.
3. An equivalent combination of education and experience may be substituted, which together total 6 years.