Office Services Coordinator, Part-Time, Grade 16

About the Department

WHO WE ARE

Montgomery County Department of Transportation’s (MCDOT) mission is to move people and connect places with seamless, equitable transportation options that are safe, environmentally responsible, and support economic growth and vibrancy in Montgomery County. MCDOT supports its residents, commuters, and visitors with transit options and infrastructure that provide seamless public transportation.

WHO WE ARE LOOKING FOR

MCDOT is seeking a part-time Office Services Coordinator (20 to 25 hours per week) to provide administrative support and document control & filing system coordinator support in organizing and managing project documentation for Capital Improvement Program (CIP) projects within the Division of Transportation Engineering. This role will focus on developing and maintaining standardized filing structures, administering a SharePoint site, and ensuring efficient document control practices across the division.  

Position Duties

The ideal employee will provide general clerical office support to the managers and staff within the Department's Division of Transportation Engineering. They will be responsible for processing correspondence and invoice payments, as well as maintaining filing systems for plans, correspondence, and financial records.

Duties include, but are not limited to:

• Maintain an organized file system (hard copy and/or electronic) for general administrative and fiscal operations in compliance with document retention policies.
• Develop and implement standardized filing structures for CIP projects using SharePoint.
• Migrate files into the new or modified filing system, ensuring accuracy and consistency.
• Collaborate directly with managers and their teams to create tail or filing plans that meet operational needs.
• Provide training and guidance to staff on how to use the new filing system effectively.
• Set up filing structures for staff when needed and offer ongoing support for system usage.
• Serve as a point of contact for staff inquiries related to document management and SharePoint usage.
• Recommend improvements to the filing system and document control processes over time.
• Explore and utilize tools or apps that facilitate internal and external file sharing and information management.
• Develop and maintain informational databases to support the flow of project-related information.
• Prepare various monthly reports, carry out special assignments for the Project Managers and Section Chiefs, and perform related duties as requested.

Additional Requirements: To ensure a positive workplace and comply with federal, state, and County laws, the incumbent is responsible for completing mandatory training within the first 3 to 6 months or within the specified timeframe.

Minimum Qualifications

Experience: Four (4) years of progressively responsible office support experience.

Education: Graduation from high school or High School Certificate of completion recognized in the State of Maryland.

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

License: Possession and maintenance at all times of a valid Class “C” (equivalent) driver’s license from the applicant's state of residence

Other Qualifications

Preferred Criteria for this Part-time Position are as follows:

• Proven experience in document control, records management, or project administration.
• Strong working knowledge of SharePoint, including site administration and file organization.
• Familiarity with CIP or infrastructure project documentation is a plus.
• Ability to work independently and collaboratively with cross-functional teams.
• Excellent organizational, communication, and problem-solving skills.
• Ability to learn and apply new tools or apps related to document management and collaboration.

• Experience in training or guiding staff on systems and processes is preferred.