Office Services Coordinator, Grade 16

This recruitment will establish an Eligible List that may be used to fill current and future vacancies in the Department of Health and Human Services.

Montgomery County is located adjacent to Washington, DC and with over one million residents, is the most populous County in Maryland. It is also the most diverse county in the State and ranks among the top ten most diverse counties in the nation. Montgomery County contains many major U.S. government offices, scientific research and learning centers, and business campuses.

The Department of Health and Human Services (HHS) is responsible for delivery of the Countys public health and human services to meet the needs of our communitys most vulnerable children, adults, and seniors. The Department provides services through more than 120 programs at more than 20 locations. With 1,750 employees, the Department of Health and Human Services is the largest County Department.

As a department, we believe the health and wellness of the county can only be achieved by ensuring that every resident has fair opportunities to reach their fullest potential. This means access to quality housing, transportation, education, employment, health care, human services, safe neighborhoods, and healthy food. HHS provides critical services for residents who face a variety of obstacles in achieving their full potential. HHS plays an essential role in building a healthy and strong community.

If you are interested in working for the Montgomery County Department of Health and Human Services, we invite qualified candidates to apply for our Office Services Coordinator (OSC) positions.

About the positions :

The Department is recruiting for current Office Services Coordinator (OSC) vacancies in our Aging and Disability Services, Behavioral Health and Crisis Services, and the Office of Community Affairs. Position vacancies may be full-time, part-time regular, or term. Positions may have different work hours/schedules.

The OSC positions support of program administrative and service delivery. The position serves as a critical team member in support of the Department mission to promote and ensure the health and safety of the residents of Montgomery County and to build individual and family strength and self-sufficiency. The OSC positions work directly with HHS clients and internal staff.

Roles and Responsibilities :

The work is characterized by the following general office support duties:

• Provides phone and visitor reception for a unit ascertains nature of visit and arranges for and/or schedules visitors with appropriate staff or refers visitors to other offices/agencies queries callers to ascertain nature of calls and refers to appropriate staff or responds to callers needs on own.
• Coordinating various day-to-day activities, including scheduling meetings, managing multiple staff calendars, prepare memoranda, letters, and other correspondence.
• Responsible for fee collection, petty cash management, bus token custodian, purchase card custodian, tracking and recording of program expenses, and gift card custodian, tasks that may require reconciliation of inventory, standardized comprehensive recordkeeping, and distribution logs.

Duties Include :

• Receives and screens mail discards junk mail and sets aside routine items to respond to and deliver other mail to appropriate staff.
• Maintains unit calendars and schedules, committing staff and/or supervisor to appointments, meetings and other obligations as authorized.
• Creates, manages and maintains unit operating records and prepares reports on such records, such as managing client medical records, electronic health records systems or service eligibility systems requiring adherence to Health Insurance Portability and Accountability Act (HIPPA) regulations receives and processes information on unit operations from various sources and compiles such data for financial, statistical, operational and other reports depicting unit finances, revenues, accounts, membership, mailing lists, enrollment, fund utilization, budget allocations, grant management, and other such matters.
• Arranges meetings, conferences, workshops, and similar gatherings arranges for facilities and notifies participants assembles and/or prepares materials needed and distributes these to participants attends meetings and take notes, which are later, transcribed and sent to participants.
• Produces typed or word-processed documents from rough draft, verbal instructions or taped material, utilizing extended features of word processing software needed for documents such as contracts, reports with tables and graphs, brochures, newsletters, manuscripts and bound publications, legal documents, as well as more common items such as letters and memoranda follows established formats when available and creates appropriate formats and style guides as needed.
• Responds to inquiries from the public to include clients and others with special needs such as attorneys, property owners, business and nonprofit representatives, community leaders, and public officials ascertains nature of inquiries and provides appropriate information or arranges for the information to be transmitted to parties explains procedures regarding processes, requirements and other activities to assist callers in utilizing agency services.
• Maintains files including following established retrieval control, expansion, retention and archival procedures.
• Develops and/or modifies forms, methods and procedures for more efficient processing of recurring office tasks maintains and orders office supplies and recommendations on use and procurement of office supplies and equipment and requests maintenance, office moves and phone services.
• Processes administrative transactions including vendor claims, requisitions and purchase orders, payments, tax bills and payments, license applications, inspection reports and citations, permit requests and other such actions utilizes unit and/or agency (County, State, Federal) databases to access data regarding transactions and enters, edits and updates such databases and initiates actions to record transactions, issue appropriate documents and produce reports.
• Applies effective customer service and assistance to the public including County employees at all levels. The nature of the work involves efficient utilization of office automation equipment and applicable software applications.
• Performs related duties as required.

These duties may be performed outside of the office setting and/or during weekends and evenings.

Bilingual candidates are encouraged to apply. Some positions filled under this recruitment may either prefer or require Basic and/or Advanced proficiency in the Spanish/English languages or other languages such as Amharic, Chinese, Vietnamese, Korean, or French. If a language proficiency is required, the candidate selected to fill the vacancy will be required to pass a language proficiency exam assessing oral communication, reading comprehension, interpreting, and (for advanced proficiency) translating text from the Spanish language to the English language and vice versa.

Some positions filled under this recruitment may require a pre-employment medical exam, drug screening and criminal history records check through the Maryland State Department of Public Safety and Correctional Services. In addition, some positions may require candidates to be checked through the Maryland Registry for Child Abuse and Neglect and federal and state sex offender registries. Any applicant who fails the medical exam, background check or whose name appears on either of the registries may be disqualified from employment for this position.

To ensure a positive workplace and to comply with federal, state and County laws, the incumbent is responsible for completing mandatory trainings within the first three to six months or within the specified timeframe.

For information about Montgomery County Governments comprehensive benefits package, please visit the MCG Total Rewards webpage and check out our competitive benefits!

The anticipated salary range in hiring for this position is $51,951 to $66,634.

OHR reviews the minimum qualifications of all applicants, irrespective of whether the candidate has previously been found to have met the minimum requirements for the job or been temporarily promoted to the same position. This evaluation is based solely on the information contained in the application/resume submitted for this specific position/IRC.

Montgomery County Government is an equal opportunity employer, committed to workforce diversity. Accordingly, as it relates to employment opportunities, the County will provide reasonable accommodations to applicants with disabilities, in accordance with the law. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Human Resources via email to OHR@montgomerycountymd.gov . Individual determinations on requests for reasonable accommodation will be made in accordance with all applicable laws.

Montgomery County Government also provides hiring preference to certain categories of veterans and veterans/persons with a disability. For more information and to claim employment preference, please refer to the Careers webpage on Hiring Preference .

All applicants will respond to a series of questions related to their education, relevant experience, knowledge, skills and abilities required to minimally perform the job. The applicants responses in conjunction with their resume and all other information provided in the employment application process will be evaluated to determine the minimum qualifications and preferred criteria status. Based on the results, the highest qualified applicants will be placed on an Eligible List and may be considered for an interview. Employees meeting minimum qualifications who are the same grade will be placed on Eligible List as a Lateral Transfer candidate and may be considered for interview.

If selected for consideration for this position, you may be required to provide evidence that you possess the knowledge, skills, and abilities indicated on your resume.

Montgomery County Ethics Law : Except as provided by law or regulation, the Countys Public Employees (which does not include employees of the Sheriffs office) are subject to the Countys ethics law including the requirements to obtain advanced approval of any outside employment and the prohibitions on certain outside employment. The outside employment requirements of the ethics law can be found at 19A-12 of the County Code . Additional information about outside employment can be obtained from the Ethics Commission website.

Minimum Qualifications :

Experience : Four (4) years of administrative aide/office support experience in an office environment.

Education : Graduation from high school or High School Certificate of completion recognized in the State of Maryland.

Equivalency : An equivalent combination of education and work experience may be substituted.

License : If required by the position of assignment, possession, and maintenance at all times of a valid Class C (equivalent) drivers license from the applicants state of residence.

Preferred Criteria :

Preference for interviews will be given to applicants with experience in the following .

• Computer Applications
• Customer Service
• Oral Communication
• Written Communication
• Time Management/Planning and Organization
• Problem Solving
• Planning/Scheduling Meeting and Conferences
• Multilingual Proficiency