Administrative Specialist I

Title: Administrative Specialist I, Grade N18

Location: 100 Maryland Ave Rockville MD 20850 USA

Department: Office of Consumer Protection

Job Description:

About the Position

Please note: The salary range above represents this position’s earning potential. The anticipated hiring range for this position will be $64,104.00 to $78,811.00 per year, based on the candidate’s qualifications and experience.

WHO WE ARE
Montgomery County’s Office of Consumer Protection (“OCP”) is responsible for enforcing consumer protection laws (Chapter 11 of the Montgomery County code) which prohibit unfair and deceptive business acts to ensure a fair marketplace for consumers and businesses. OCP also licenses and registers specific business activities.

WHO WE ARE LOOKING FOR

We are seeking an organized, resourceful, and detail-oriented administrative professional (Administrative Specialist-I), Grade N18,  who can manage multiple assignments while maintaining accuracy, professionalism, and reliable follow-through. The ideal candidate can work within established laws, policies, and procedures; gather and evaluate information; maintain well-organized records; and recognize when an unusual or sensitive matter should be elevated for guidance.

The successful candidate will be able to:

• Communicate clearly and professionally in writing and verbally with internal and external audiences. 
• Review information carefully for accuracy, completeness, consistency, and compliance with established requirements. 
• Conduct research, compile and analyze information, and present findings in a clear and useful format.
• Manage competing priorities, meet time-sensitive deadlines, and keep assignments moving through completion. 
• Exercise sound judgment when applying procedures and resolving routine administrative issues. 
• Handle sensitive or confidential information responsibly. 
• Build effective working relationships with colleagues, government agencies, boards and commissions, community organizations, businesses, and the public. 
• Use Microsoft Office and learn databases, records-management systems, content-management tools, and other technology. 
• Draft clear, accessible, and engaging written materials for public audiences. 
• Adapt to changing needs and develop knowledge of OCP’s programs and County government operations.

PLEASE NOTE: Applicants selected for an interview will be required to complete a writing exercise designed to assess written communication, attention to detail, organization, and the ability to review information and communicate clearly with a professional audience.

What You'll Be Doing

In this role, you will provide professional administrative support across several OCP programs and initiatives. Working within established procedures and under guidance from experienced staff, you will:

• Support licensing and registration programs by reviewing applications and supporting documents for completeness, verifying information, maintaining accurate records, communicating with applicants, and tracking matters through completion.

• Assist with early detection and prevention initiatives by researching emerging consumer issues, organizing information, monitoring identified concerns, and preparing summaries, reports, and recommendations for management review.

• Coordinate Maryland Public Information Act (PIA) requests by gathering responsive records, tracking deadlines, organizing materials, and assisting with responses in accordance with applicable requirements.

• Serve as staff liaison to assigned boards or commissions by coordinating meetings, preparing agendas and relevant materials, communicating with members and interested parties, taking minutes, and maintaining official records.

• Support consumer education and outreach efforts by coordinating logistics, preparing materials, assisting with presentations and community events, and tracking participation and outcomes.

• Draft and update clear, accurate, and accessible content for OCP’s website, newsletters, educational materials, correspondence, and other public communications.

• Respond to or appropriately refer inquiries from businesses, government partners, community organizations, and members of the public.

• Conduct research, compile and review data, and prepare correspondence, spreadsheets, presentations, reports, charts, and other materials.

• Organize and maintain administrative, program, and statistical records in accordance with established recordkeeping requirements.

• Track assignments, set priorities, meet deadlines, and provide timely updates regarding progress, anticipated delays, and matters requiring guidance.

• Perform other professional administrative duties and special projects that support the effective operation of OCP.

PLEASE NOTE: Applicants selected for an interview will be required to complete a writing exercise designed to assess written communication, attention to detail, organization, and the ability to review information and communicate clearly with a professional audience.

Telework: This position may be eligible for limited hybrid telework up to 2 (two) days per week after the initial probationary and training period.

Work Schedule: This position may require occasional evening and weekend hours based on program needs.

This position requires the ability to attend meetings or perform work at locations outside the office. 

Minimum Qualifications

Education: Graduation from an accredited college or university with a Bachelor's Degree.

Experience: One (1) year of professional administrative experience involving a variety of functions, such as coordinating work activities, maintaining records, conducting research, preparing correspondence and reports, compiling information, and supporting programs or projects.

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

Physical Demands: The work requires ordinary physical effort associated with office and community outreach activities. With or without reasonable accommodation, the employee must be able to sit and use a computer for extended periods; stand and walk during events; bend, reach, and move throughout event locations; gather, pack, lift, carry, load, and transport outreach materials and supplies; and assist with setting up and breaking down tables, displays, signage, and other event materials. Some assignments may require remaining on-site for extended periods during community events.

Medical Protocol: This position requires completion of a pre-employment Medical History Form to assess your ability to safely perform the essential duties of the role.

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.

Preferred Criteria, Interview Preferences

The applications of those individuals meeting the minimum qualifications will be reviewed to determine the extent, relevance of training, and experience in the following areas:

1. Which statement best describes your professional experience providing administrative support for multiple programs, projects, or operational functions?

• I have independently managed administrative support for multiple programs or projects, established tracking processes, coordinated with internal and external parties, identified issues, and recommended improvements.
• I have assisted others with individual administrative tasks under close direction.
• I have little or no experience providing this type of support.
• I have independently supported multiple functions by maintaining records, preparing correspondence or reports, tracking assignments, coordinating activities, and meeting deadlines.

2. Which statement best describes your professional experience reviewing applications, registrations, requests, or other official records?

• I have entered information or organized documents prepared or reviewed by someone else.
• I have reviewed submissions for completeness and accuracy, verified information, maintained records, communicated about missing information, and tracked matters through completion.
• I have performed all activities in the previous option and have also identified recurring compliance or processing issues, resolved routine discrepancies, and recommended improvements to procedures or tracking systems.
• I have little or no experience reviewing or processing official records.

3. Which statement best describes your professional experience researching issues and presenting information to support a program or management decision?

• I have independently researched defined issues, compiled and reviewed data, identified relevant information, and prepared summaries, spreadsheets, reports, or presentations.
• I have little or no professional experience conducting research or analyzing information.
• I have gathered information or entered data using instructions provided by someone else.
• I have performed all the activities described above and have also compared information from multiple sources, identified patterns or concerns, and developed findings or recommendations for management consideration.

4. Which statement best describes your professional experience coordinating activities involving external participants such as boards, commissions, community organizations, businesses, or members of the public?

• I have independently coordinated meetings, events, or public activities, including communications, scheduling, materials, records, logistics, and follow-up.
• I have independently coordinated ongoing activities involving multiple stakeholders and have also prepared public-facing materials, resolved routine coordination issues, tracked outcomes, and recommended improvements.
• I have provided limited logistical or clerical assistance for meetings, events, or public activities organized by someone else.
• I have little or no professional experience coordinating with external participants.

5. Describe one specific administrative assignment in which you coordinated multiple activities, maintained or reviewed information, communicated with internal or external stakeholders, and prepared a written product.
Please identify your employer and position, explain the purpose of the assignment, describe your responsibilities, outline the actions you took, indicate your level of independence, and summarize the outcome.

IMPORTANT INFORMATION

The Office of Human Resources (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.

Montgomery County Government(MCG)  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 reasonable accommodation for any part of the application and hiring process should email OHR at Hiring@montgomerycountymd.gov. Individual determinations on requests for reasonable accommodation will be made in accordance with all applicable laws.

MCG also provides hiring preference to certain categories of veterans and veterans/persons with a disability. For more information and to claim employment preference, 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 applicant's 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 or interview preference 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 the Eligible List as a "Lateral Transfer" candidate and may be considered for an interview.

This will establish an Eligible List that may be used to fill both current and future vacancies.

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 County's "Public Employees" (which does not include employees of the Sheriff's office) are subject to the County's 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.

Leave Benefits

Our generous leave package starts with non-MLS permanent and term employees earning 15 days of sick leave and 15 days of annual leave in their first year, as well as up to three additional personal days each calendar year. Positions in MLS earn 35 days of paid time off each year. In addition, we offer all employees 10 paid holidays. Our leave policies adhere to the Family Medical Leave Act of 1993, and we provide six weeks of paid parental leave for new parents.

Retirement Benefits

All permanent and term positions are eligible for robust retirement plans. Public safety positions are eligible for a defined benefit pension plan in which they are vested after only five years. Employees in non-public safety positions can participate in retirement plans that contribute up to 12 percent of their annual salary. All employees can also participate in a supplemental retirement plan, the 457 Deferred Compensation Plan, to contribute even more to their retirement goals.

Tuition Assistance & Student Loan Forgiveness

Montgomery County employees are eligible to participate in the Federal Public Service Loan Forgiveness Program.  Participants who meet all requirements may qualify for forgiveness on the remaining balance on their Direct Loans after making 120 qualifying monthly payments under a qualifying repayment plan while working full-time in a qualifying public service position.  To learn more about PSLF, please visit the Student Loan Repayment Benefits page. Our tuition assistance program allows you to receive up to $2,130 annually in tuition assistance to help you achieve a degree that supports your career path.

Free Mass Transit Benefit

County employees are entitled to use the RideOn Bus service for free with a valid County-employee ID. This benefit can be used any time of the day or evening, including weekends. We also offer a pre-tax flexible spending account to reduce the cost of other mass-transit options such as MARC trains and Metro.

Reduced Child and Health Care Costs

Working for Montgomery County also entitles permanent and term employees to participate in healthcare and childcare Flexible Spending Accounts. These plans allow eligible employees to save on a pretax basis for healthcare and dependent care costs incurred during the plan year. 

Employee Wellbeing

We deeply care about your holistic wellness. Our award-winning wellness program, LiveWell, will support you in improving and maintaining your physical, mental, financial, social, and intellectual well-being.