Administrative Assistant III (15058, Grade HC6)

Description The Prince George’s County Planning Department (Management Services Division) of The Maryland- National Capital Park and Planning Commission is seeking an Administrative Assistant III to join our planning team. The Department provides land use planning for the physical development of Prince George’s County, Maryland. As the second most populous county in Maryland, Prince George’s has a population of over 900,000 residents and is home to The University of Maryland at College Park, NASA Goddard Space Flight Center, and Joint Base Andrews Air Force Base. Prince George’s County is also home to many attractions such as Northwest Stadium (formerly FedEx Field) and the National Harbor. If you are interested in working for Prince George’s County Planning Department, we invite qualified candidates to apply for our Administrative Assistant III position.

The successful candidate will be self-motivated, possess strong written and verbal communication skills, strong attention to detail, be able to balance multiple requests and deadlines concurrently, and be able to keep pace with a varied work program and work with a diverse staff. This position requires exceptional

Examples of Important Duties

• Serve as a key administrative partner to the Division Chief and leadership team, anticipating administrative needs and proactively addressing issues before they become problems.
• Manage and coordinate complex calendars, including scheduling meetings involving multiple stakeholders, resolving scheduling conflicts, and ensuring appropriate preparation and follow-up.
• Review briefing materials, agendas, talking points, reports, presentations, and other materials for leadership meetings and engagements.
• Track assignments, commitments, deadlines, and action items for the Division Chief and management team and follow up as appropriate.
• Exercise sound judgment in determining priorities and handling matters requiring discretion and confidentiality.
• Coordinate cross-functional assignments and ensure that deliverables are completed within established deadlines.
• Assist with monitoring division expenditures, budgets, purchase orders, invoices, and financial commitments.
• Review financial documents for accuracy, completeness, appropriate budgetary account coding, and compliance with applicable policies and procedures.
• Coordinate onboarding and offboarding activities and ensure appropriate access, equipment, records, and administrative requirements are addressed.
• Maintain databases, spreadsheets, tracking systems, and other administrative information resources.
• Ensure management has timely access to accurate and reliable administrative information.
• Assist with audits, reviews, information requests, and other compliance-related activities.
• Coordinate purchasing activities, including obtaining quotes, preparing purchase documentation, tracking orders, and resolving vendor issues. Also includes processing requisitions and purchase orders.
• Plan and coordinate meetings, conferences, retreats, workshops, interviews, and other division events.
• Develop agendas, briefing materials, attendance lists, logistics plans, and follow-up documentation.
• Coordinate meeting rooms, technology, catering, visitors, travel arrangements, and other logistical requirements.
• Prepare meeting minutes or action summaries and track follow-up items through completion.
• Support special projects and time-sensitive assignments requiring coordination across multiple offices or stakeholders.

What You Should Bring The ideal candidate for the Administrative Assistant III position will have the following:

• Strong written and verbal communication skills with keen attention to detail
• Excellent proofreading and editing skills
• Ability to establish and maintain cooperative working relationships with a large and diverse staff, and work effectively as part of a team or independently to complete work assignments
• Skill in organizing, assessing, and prioritizing multiple tasks, projects, and other tasks
• A basic understanding of procurement, budgeting, finance and invoicing
• Expert knowledge of Microsoft Office software (Outlook, Word, PowerPoint, Excel) and Adobe Acrobat; familiarity with online meeting platforms (Microsoft TEAMS) and content management systems
• Experience with scheduling meetings and maintaining electronic databases
• Ability to quickly learn new computer programs (i.e. UKG Kronos, Lawson) …