Administrative Aide - Fire and Rescue Services - Occupational Safety and Health

$49,388 - $95,181/Yr

Howard County

Full-time - Entry Level

Executive, Legislative, and Other General Government Support

About the position

The Administrative Aide position within the Fire and Rescue Services - Bureau of Occupational Safety and Health (BOSH) at Howard County Government involves performing advanced technical level administrative support work for the Assistant Chief and the staff of BOSH. This role is crucial in ensuring the smooth operation of the bureau, which focuses on safety, health, and wellness within the fire and rescue services. The position requires a blend of administrative support, technical tasks, and advanced secretarial responsibilities, all aimed at assisting an executive-level fire officer. The successful candidate will engage in various activities, including data processing, accounting, financial record keeping, and maintaining calendars and appointments, which are essential for the daily functions of the bureau. In this role, the Administrative Aide will serve in a confidential capacity, adhering to the labor relations laws of Howard County, and will not be eligible for membership in a collective bargaining unit. The position is designed to support the Assistant Chief by facilitating day-to-day operations, managing schedules, and coordinating with other department staff to share pertinent information. The aide will also be responsible for organizing meetings, preparing agendas, and taking minutes, as well as making travel arrangements for BOSH personnel. The Administrative Aide will assist in the development of project and program operating budgets, manage financial records, and ensure compliance with regulatory requirements. This position requires a proactive approach to problem-solving and the ability to maintain confidentiality regarding sensitive information. The ideal candidate will be detail-oriented, possess strong organizational skills, and be proficient in various software applications, including MS Word, Excel, PowerPoint, and Access. Overall, this role is integral to the operational success of the Bureau of Occupational Safety and Health, contributing to the overall mission of Howard County Government to provide excellent service to its residents.

Responsibilities

• Review and prioritize department mail.
• Coordinate with other department administrative staff to share pertinent information and policy related to the bureau and day-to-day operations of all bureaus, as it relates to Safety, Health, and Wellness.
• Keep track of important dates, delegated tasks and time frame for completion.
• Facilitate the day-to-day operations of the Assistant Chief, Bureau of Occupational Safety and Health, including managing the Chief's calendar activities and liaising with other bureau staff.
• Maintain all bureau calendars, appointments, and meetings as needed.
• Schedule and assist in the preparation of conferences and meetings of committees, administrative staff, and other groups.
• Notify participants, attend meetings, provide information and supplies, and prepare minutes.
• Make all travel arrangements, registration, and official leave for BOSH personnel.
• Handle and direct telephone calls, ensuring timely responses to inquiries.
• Assist with research, compiling information resources, and preparing written briefings, speeches, correspondence, and presentations.
• Assist with program administration of assigned projects and programs, including event planning and quality assurance.
• Assist in the development of project and program operating budgets, grant applications, and policies associated with financial management.
• Suggest cost-effective strategies for budget preparation and monitor expenditures against the approved budget.
• Draft and edit correspondence and publishing materials for all BOSH staff.
• Maintain purchasing, budget, payroll, and leave records for BOSH.
• Respond to Risk Management requests in a timely manner.
• Assist with scheduling physicals, medical referrals, and follow-up appointments.
• Organize and maintain BOSH's filing system per regulatory requirements.
• Manage the Record Retention program and all electronic/paper filing needs.
• Procure and maintain office supplies for the bureau as needed.
• Implement functions such as completion of action items and establishing workflow.
• Provide guidance on technical and data systems related to assigned projects and programs.
• Maintain confidentiality concerning health, employment, and employee performance records.
• Author and prepare feedback during the development phases of policies and procedures.
• Interact with external stakeholders to resolve citizen complaints and public relation issues.
• Ensure communication of significant issues that may impact assigned areas of function.

Requirements

• Associates' degree and two (2) years of experience or an equivalent combination of education and experience.
• Proficiency in MS Word, Excel, PowerPoint, and Access software.

Nice-to-haves

• Experience in a government or public service environment.
• Knowledge of safety and health regulations related to fire and rescue services.

Benefits

• Competitive compensation
• Medical benefits
• Retirement plans
• Wellness programs
• Diverse and inclusive workplace environment