Administrative Assistant III (14728, Grade HC6)

Description Do you want to be part of an award-winning team that positively impacts the lives and well-being of Prince George's County residents? The Maryland-National Capital Park and Planning Commission is seeking a detail-oriented, analytical professional to join our team as an Administrative Specialist III. The Prince George's County Department of Parks and Recreation, Capital Planning and Development Division is responsible for formulating, monitoring, and implementing the six-year Capital Improvement Program (CIP), delivering new and renovated parks, playgrounds, athletic fields, and aquatic and community centers. Under general supervision, the incumbent performs specialized analytical and administrative work supporting the Division's financial management, purchasing and contracting, human resources, and program administration functions. Working as an individual contributor, the incumbent selects and applies Commission guidelines, policies, and procedures to conduct, monitor, and review business transactions; independently resolves routine problems; identifies the need for revised or new procedures and processes; and prepares reports and analyses that have important impact on the administrative management of the Division. Work is frequently confidential or sensitive in nature. Examples of Important Duties Financial Management (Budgeting, Accounting, and Financial Analysis) Prepares, monitors, audits, and reconciles purchasing and payment records, including purchase orders, purchase card requests, requisitions, invoices, and payment applications; verifies calculations, budget codes, and compliance with Commission policies and procedures; identifies discrepancies and works with project managers, the Accounting Division, and vendors to resolve them. Monitors the status of vendor payments; analyzes aging and payment issues; recommends actions to ensure timely and accurate processing; coordinates resolution with Accounting and project managers. Reviews and processes employee expense reimbursements for accuracy, completeness, and policy compliance; researches and resolves payment issues in accordance with Commission policies and procedures. Conducts the annual Capital Asset Inventory audit for the Division; reconciles asset records against physical inventory; analyzes variances and prepares audit reports for the Accounting Division. Purchasing and Contracting Serves as purchasing coordinator for the Division; obtains and evaluates price quotes; recommends products and suppliers within established guidelines; prepares and processes procurement documentation in compliance with Commission purchasing policies. Reviews purchase requests and supporting documentation for compliance with policies and procedures, fund availability, potential duplication, and opportunities to consolidate purchases; recommends approval or corrective action. Routes and tracks contracts, invoices, and change documentation for review, approval, and processing; monitors orders, deliveries, and payments; maintains liaison with Central Purchasing regarding vendors, products, and procedures; communicates with vendors to resolve issues. Human Resources Management Support Supports the Division's staffing activities, including recruitment coordination, interview scheduling and participation, onboarding and offboarding of employees, and workspace and equipment setup for new hires. Prepares and reviews HR transactional paperwork, including requests for personnel actions and related documents, and routes them for approval; verifies accuracy and compliance with Commission policies and procedures; maintains confidential personnel records and coordinates records archiving. Program Administration and Analysis Administers the Division's Safety Program; selects and applies applicable safety guidelines; tracks PPE requirements, forms, vouchers, receipts, and related documentation; monitors compliance and identifies and reports gaps to management. Administers the Division's …

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