Administrative Assistant III

Maryland Department of Transportation; Dundalk (MD); On-site; USD 38,000 - 55,000; Full time

Benefits offered by this job

Benefits package

Healthcare

Flexible work schedules

Job summary

Maryland Department of Transportation (MDOT)—Maryland Port Administration (MPA)—is seeking an Administrative Assistant for Facility Operations at Dundalk Marine Terminal. The role provides clerical and timekeeping support, coordinating with the Deputy Director and Office Manager to ensure accurate pay, leave, and records.

The ideal candidate will have five years of secretarial experience, strong organization, and customer service skills.

Qualifications

• High school diploma or GED required.
• Five (5) years of secretarial/administrative experience.
• Secretarial work must be the primary function of the job.

Responsibilities

• Collect, review, and verify timesheets.
• Track leave balances and enter pay/leave coding in MTrack.
• Maintain and file leave slips for Facility Operations.
• Provide administrative support to the Deputy Director, Office Manager, and maintenance team.
• Manage Purchasing Credit Card and reconcile invoices monthly.
• Generate and distribute reports and schedules.
• Assist in interview processes and coordinate logistics.
• Track work orders through Maximo.

Skills

Organization

Customer service

Multitasking

Education

High school diploma or GED

Tools

MTrack timekeeping system

Maximo maintenance system

Job description

Description

Career Service

Open to All Qualified Candidates

This is a position specific recruitment. The resulting list of eligible candidates will be used to fill this Maryland Port Administration (MPA) position/function only. All interested persons will need to re-apply for any future recruitment conducted for this classification.

The Maryland Port Administration (MPA) is a 203-employee transportation business unit within the Maryland Department of Transportation (MDOT) and is the public face of the Port of Baltimore. MPA was created by the Maryland General Assembly to increase waterborne commerce through the ports in the state. The Port of Baltimore plays an integral role as an economic generator and job creator, in addition to maintaining our nation’s supply chain and moving vital goods to industries and consumers. As one of the nation's top ports for total cargo tonnage and overall dollar value of cargo, the Port of Baltimore is also one of the most diverse ports in the United States with over 140,000 jobs in Maryland linked to port activity.

For information on MPA, please go to: MPA (maryland.gov)

General Role Description

The MPA is seeking a detail oriented and collaborative Administrative Assistant working within Facility Operations. This position provides clerical and administrative support for the Facility, Fleet and Crane Maintenance departments, which includes all timekeeping responsibilities.

Essential Duties And Responsibilities

Some of the essential duties of this position include, but are not limited to the following:

• Collecting, reviewing, and verifying timesheets
• Tracking employee leave balances
• Receiving and entering pay and leave coding into the timekeeping system (MTrack)
• Maintaining and filing leave slips for all Facility Operation departments
• Providing direct administrative support to the Deputy Director, Office Manager, and other members of the maintenance management/supervisory team
• Maintaining a Purchasing Credit Card and monthly reconciliation of invoice payments
• Collecting and distributing various logs for billing and record keeping
• Creating and managing various schedules
• Assisting in interview process (including scheduling, sitting on interview panels, coordination, and other related items).
• Tracking and completing work orders through Maximo system
• Generating and distributing reports

The current vacancy exists at the Dundalk Marine Terminal. This position reports directly to the Office Manager.

MDOT offers a generous and competitive benefits package. You can learn about our amazing benefits here: MDOT

Benefits - MDOT (maryland.gov)

• Continued training and development is provided by the MPA.
• Tuition reimbursement is available per MPA procedures and TSHRS policy.

Qualifications

MINIMUM QUALIFICATIONS:

(The below information MUST be clearly evident on the application with descriptive/detailed job duties accompanying each position held).

Education: Graduated from a standard high school or possession of a high school equivalency certificate.

Experience: Five (5) years of experience in secretarial work.

Please note that secretarial work must be the primary function of the job to be considered as qualifying experience.

• Secretarial work is defined as work that consists of supporting/assisting one or more employees, or unit/department.

The Ideal Candidate Should Possess The Following

• Excellent organization skills
• Ability to provide excellent customer service skills
• Ability to work in a fast-paced environment
• Ability to manage multiple priorities

Your placement on an eligible list may be based solely on the contents of your application; therefore, it is essential that you provide complete and accurate information. Please include all relevant experience on your application. This includes, but is not limited to, full or part time, volunteer, military, acting capacity, or any other experience that is relevant to the position you are applying for.

Notes

• Applicants may substitute additional secretarial or clerical experience on a year-for-year basis for the required education.
• Applicants may substitute an Associate of Arts degree with a major in Secretarial Science from an accredited college for up to two years of the required experience.
• U.S. Armed Forces military service experience as defined under the Minimum Qualifications may be substituted for the required education and experience on a year-for-year basis.

Licenses & Certifications

None.

Additional Information

Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Please be advised that the State of Maryland is dedicated to a drug-free workplace, and as a result, employees are subject to the State's Substance Abuse Policy to include possible drug testing. Selected candidate(s) may be subject to background and reference checks.

The incumbent in this position may be a member of a collective bargaining unit.

For education obtained outside the U.S., at the time of application you are required to provide proof of the equivalent American education as determined by a foreign credential evaluation service, such as the National Association of Credential Evaluation Services (http://www.naces.org) or World Education Services: International Credential Evaluation (https://www.wes.org/). This must be submitted as an attachment with the application of the position in which you are applying.

The Maryland Port Administration is not sponsoring new employees in application of the H-1B Visa or providing an extension of an existing H-1B Visa at this time due to budgetary constraints. All applicants must be legally authorized to work in the United States under the Immigration Reform and Control Act of 1986. Federal regulations prohibit H1B Visa candidates from paying sponsorship fees, all sponsorship fees must be assumed by the potential employer.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER. MPA does not discriminate based on age, ancestry, color, creed, gender identity or expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, belief or opinion, sex, or sexual orientation.

MDOT has various careers for people of all experiences, backgrounds, and abilities who come together to contribute to one mission - connecting our customers to life’s opportunities. Join us in serving our Maryland residents, visitors, and businesses!

Reasonable Accommodations for persons with disabilities will be provided upon request.

Appropriate auxiliary aids and services for qualified individuals with disability will be provided upon request. Please notify us in advance. MD Relay Service Number 1-800-735-2258 (TTY Number: 711). Bilingual applicants are encouraged to apply.

Issue Date: 10/28/26

Benefits

Come join the Maryland Department of Transportation Team! We offer more than just a paycheck!!!! We offer healthcare, dental, long term disability, flexible work schedules, and so much more. Read all about our fabulous benefits in detail by visiting: https://www.mdot.maryland.gov/tso/pages/index.aspx?pageid=152

Don't miss out on a great opportunity for a challenging career along with fabulous benefits!

• Benefits are offered to all full-time, part-time permanent and contractual (partially subsidized) employees. Temporary employees do not receive benefits.