Administrative Aide (Principal Administrative Aide) Grade 13
Job Description
Please note: The salary range above represents this position’s earning potential. The anticipated hiring range for this position will be $51703.00 to $69,820.00, based on the candidate’s qualifications and experience.
WHO WE ARE
Safety, sustainability, and economic development are the hallmarks of the Montgomery County Department of Permitting Services (DPS). The department issues approximately 40,000 building permits a year and conducts thousands of inspections by local code officials. With a staff of about 240 employees, DPS’ five divisions include: commercial building construction; customer support and outreach; land development; residential construction and fire code compliance; and zoning and code compliance. From its award-winning programs to providing excellent customer service in the office and in the field, DPS’s commitment to its customers is summed up by its tagline: “Your Project Partner.”
WHO WE ARELOOKING FOR
The Department is seeking a Principal Administrative Aide to join the Division of Customer Support & Outreach. This individual must be able to deliver professional-quality service to our customers and possess the skill set to provide essential administrative support to the Division.
This position serves as a full-proficiency administrative support role, responsible for delivering a broad range of program-specific, administrative, and office support functions.
Key Responsibilities
Provide front-desk customer service, greeting visitors, determining the purpose of their visit, supplying accurate information, coordinating with appropriate staff, or directing them to the correct office or agency.
Respond to incoming calls by identifying the caller’s needs and offering accurate information or routing the call to the appropriate staff member.
Schedule individual and group meetings—whether in-person, virtual, or hybrid—using scheduling software.
Coordinate meetings, workshops, and related events, including securing locations, notifying participants, preparing and distributing materials, attending sessions, and taking notes.
Maintain organized electronic and hard-copy records and filing systems.
Use word-processing software to prepare letters, memos, forms, and other documents.
Use computer programs to create spreadsheets, perform calculations, prepare reports, track data, and complete other related tasks.
Perform additional duties as assigned and relevant to the role.
Experience: Two (2) years of progressively responsible office support experience.
Equivalency: An equivalent combination of education and work experience may be substituted.
Work Environment: Work is performed in offices that are adequately heated, lighted and ventilated. There are high volumes of work, tight deadlines, continuing need to shift from one task to another, or from supporting one staff member to another in many offices, and there is multi-tasking.
Physical Demands: Work is mainly sedentary. It requires precise use of hands or fingers in keyboarding, taking notes and performing similar work; it includes some on-going operation of keyboards. Light physical effort is required.
PROBATIONARY PERIOD: Individuals appointed to a position in this class will be required to serve a probationary period of six (6) months, during which time performance will be carefully evaluated. Continuation in this class will be contingent upon successful completion of the probationary period.
BARGAINING STATUS: Positions assigned to this class are normally in the Office, Professional, and Technical (OPT) bargaining unit.
Financial Disclosure Statement: This position is designated as one that requires filing a Financial Disclosure Statement and you will be required to disclose information about your financial affairs.
Medical Protocol: This position requires completion of a pre-employment Medical History Form and a drug screening to assess your ability to safely perform the essential duties of the role.
All Applicants will be reviewed by the Office of Human Resources (OHR) for minimum qualifications. Those applicants who meet minimum qualifications will be rated “Qualified,” placed on the Referred List, and may be considered for an interview. Employee meeting the minimum qualifications who are at the same grade or higher will be placed on the Referred List as a "Transfer" candidate and may be considered for interview. Preference for interviews will be given to applicants with experience in the following:
- Experience providing customer service in a compliance or regulated environment, i.e., licensing, permitting, medical, etc.
- Experience assisting customers from diverse backgrounds.
- Experience using Outlook, Microsoft 365, Microsoft Teams, or similar software programs.
- Experience creating and manipulating simple spreadsheets, performing calculations, tracking information, and other related tasks.
- Experience extracting or processing information from various sources.