Position Information
Functional TitleAdministrative Assistant III - Occupational Health & Safety
Recruitment Category TypeStandard
Functional CategoryOccupational Safety & Health
GradeGS.12
FLSA StatusNon-Exempt
Requisition Number26-0107
Number of Vacancies1
Job LevelNon-Management
Job CodeN/A
Job Description Summary
Organization NameOccupational Safety & Health
Reports toChief of Health & Safety
Full or Part TimeFull Time
If Part Time how many hours per week
Regular or TemporaryRegular
Position End Date (if temporary)
Work Schedule
Monday-Friday 8:00 am - 4:00 pm
Position LocationLaurel
Position Summary Information
General Summary
TheAdministrative Assistant III provideshigh-level administrative support to senior managers and executives. Work includes the coordination of a variety of support tasks for theOffice of Occupational Health & Safety. Incumbent must exercise a high level of confidentiality, effective time management, and be self-directed, needing minimal supervision.
Essential Functions
Uses software applications to craft letters, memoranda, reports, charts, forms, questionnaires, emails, and other materials
Receives telephone calls and in-person visitors, screening those that in his/her opinion can be handled by supervisor's subordinates or by other offices
Maintains supervisor's appointment calendar and occasionally makes appointments without prior clearance
Compiles information for and prepares a wide variety of reports
Administers the WSSC Water Driving and Licensing Program. This includes:
Processing requests for Commercial Driver Licenses ( CDL ) and equipment licenses (forklift, backhoe, crane, etc.). As well as WSSC issued Driver Licenses.
Request and track in-state and out-of-state driving records, reporting any employee violations or points to the Division Manager for appropriate action.
Add drivers to the state's Special Flagging Program to receive regular updates on license status (suspensions, points) and advise/coordinate on issues related to driver licenses, accidents, or injuries
Training Administration: Plan the training efforts of the Safety Section, register employees for classes, manage scheduling/cancellations, and enter all training records into the PMS database (Pathlore Management System)
Administers the Safety Shoe Program, coordinating and scheduling the dates, times and locations of "shoemobile visits," tracking, receiving and processing the invoices, and arranging for delivery for employees that missed the Shoemobile visits.
Administer Safety Eyewear Program, coordinating and scheduling the dates, times and locations of safety eyewear demonstrations/visits, receiving and processing the invoices, and arranging for delivery for employees that missed the visits.
Receives and reviews incoming correspondence, addressing matters that can be handled by the job incumbent
Prepares routine acknowledgements and correspondence of a non-judgmental/policy nature
Maintains a wide variety of complex subject matter files
Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with general policy and factual correctness
Assists in the preparation of annual budget submissions and provides up-to-date status reports on budget and related issues
Serves as a central point within the organization for information relating to clerical/administrative procedures, maintenance of files, ordering of supplies, keeping orderly and well stocked the supply room area for the department, and past practices pertaining to reports and other items of a recurring nature
Mentors other Administrative Professionals within the Team
Assigns to and reviews work of clerical employees, where appropriate
Makes travel arrangements for supervisor
Other Functions
Performs other related duties as required
Reviews and distributes interoffice and regular mail
Performs duties assigned to the Management Support Specialist in their absence
Work Environment And Physical Demands
Business causal office environment
Required Knowledge, Skills, And Abilities
Thorough knowledge of business English, spelling, and arithmetic
Thorough knowledge of the regulations, procedures, and services of their designated areas
Thorough knowledge of modern office applications, practices and procedures, including word processing, spreadsheet, and presentation software
Ability to create and edit statistical tables and charts
Ability to make arithmetical computations and tabulations with speed and accuracy
Ability to keep complex and confidential records, to assemble and organize data, and to prepare reports from such records
Ability to compose letters and reports
Ability to monitor the work of others
Ability to establish and maintain effective working relationships with coworkers and the public
Minimum Education, Experience Requirements
High School diploma or equivalent
5+ years of administrative assistant experience
Additional Requirements
Advanced level of proficiency with MS Office applications (Applicants may be required to demonstrate proficiency through an assessment).
Preferences
Additional experience is helpful
Salary$32.76 - $55.78 per hour
Posting Detail Information
EEO Statement
AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
It is the policy of the Commission to select new employees and to promote current employees without regard to race, sexual orientation, sex, religion, national origin, marital status, or handicap. The Commission does not discriminate against qualified individuals with a disability and will make reasonable accommodation for any disability that does not result in undue hardship for the Commission.
Close Date12/30/2025
Open Until FilledNo
Special Instructions to Applicants
Additional Information
All applicants selected will be subject to drug screening and a background check/verification.
Supplemental Questions
Required fields are indicated with an asterisk (*).
-
Will you, now or in the future, require sponsorship for employment visa status?
Yes
No
Are you an eligible veteran of any branch of the armed forces who has received an honorable discharge or Certificate of Satisfactory Completion of Military Service, the spouse of an eligible veteran who has a service-connected disability or the surviving spouse of a deceased eligible veteran?
Yes
No
Applicant Documents
Required Documents
Resume
Optional Documents
Cover Letter/Letter of Application
