Administrative Assistant (NCS) - Parking Authority

City of Baltimore, Department of Planning; Baltimore (MD); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Prescription drug plan

Dental insurance

Vision insurance

Life and AD&D insurance

Short- and long-term disability

FSA plan

Job summary

The Administrative Assistant provides essential support to the Parking Authority department, handling customer service interactions, processing forms, and maintaining both electronic and hard-copy files. The role includes follow-up calls, progress report drafting, and non-managerial tasks to keep operations running smoothly.

Key duties include managing schedules, handling correspondence, and coordinating presentations for manager review, with opportunities to grow within the department.

Qualifications

• Education: High school diploma or GED required.
• Advanced training or certification(s) is preferred.
• Minimum of 2 years of related experience required, 3+ years preferred.

Responsibilities

• Maintain databases and departmental software, including creating schedules and updating logs.
• Handle daily correspondence via e-mail, phone, and voicemail; relay messages and follow up.
• Provide customer service to internal and external customers; track issues and provide information.
• Prepare documents independently for review by manager; proofread and edit as needed.
• Coordinate presentations, manage calendar, and set up meetings; assist with reports.

Skills

Customer service

Communication

Clerical support

Scheduling

Documentation

Microsoft Office

Education

High school diploma or GED

Job description

THIS IS A NON-CIVIL SERVICE POSITION Starting Pay: $22.34 Hourly

Get to Know Us Welcome to the City of Baltimore, Parking Authority! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the Parking Authority, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore, Parking Authority Team!

Benefits and Perks

• The PABC offers medical, prescription drug, dental, vision, life and AD&D insurance, short- and long-term disability insurance, FSA plan and more.
• This office also supplies wellness programs, support groups, and workshops.

You can learn about our benefits here: PABC Employee Benefit Summary.docx

Job Summary

The Administrative Assistant provides support to a department consisting of customer service interface internally and externally, processes various forms and applications, and maintains and reports on electronic and hard-copy files. Additionally, the position will provide professional customer service including follow-up response calls, progress report drafting and other internal or external requests affecting the department. Ultimately, the position provides administrative, clerical, and non-managerial task support to ensure smooth departmental operations.

Essential Functions

• Maintain databases and departmental software, including creating schedules, updating logs, and drafting future schedules for departmental staff;
• Monitor departmental systems to ensure smooth operations, performing basic and routine troubleshooting, as well as alerting appropriate staff of other issues;
• Perform daily correspondence including e-mail, phone, and voicemail, taking messages for other staff members, relaying the message and following up as necessary;
• Interact with customers with high level customer services skills to answer questions, provide requested information, and track relevant issues or concerns that affect departmental operations;
• Provide departmental operation support such as requesting supplies, processing forms, maintaining files, composing documents independently for review by manager, proof-reading and editing documents and coordinating the development of presentations for review by manager, sending status reports and managing the calendar to set up and coordinate meetings;
• Perform investigations as necessary and within departmental outlined processes;
• Receive and process applications from customers for departmental services and contacting customers if information is missing or of other requirements for application processing;
• Perform other duties as assigned.

Minimum Qualifications

• Education: High school diploma or GED required
• Advanced training or certification(s) is preferred
• AND Experience: Minimum of 2 years of related experience required, 3 plus years of related experience preferred

Knowledge, Skills, and Abilities

• Customer service skills to assist various customers, public, and vendors;
• Ability to provide information clearly to customers to ensure understanding;
• Ability to develop solutions to problems of limited scope;
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and departmental procedural manuals;
• Ability to write routine reports and correspondence;
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations;
• Ability to write reports, business correspondence, and procedure manuals;
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public;
• Ability to read and comprehend simple instructions, short correspondence, and memos;
• Ability to write simple correspondences;
• Ability to effectively speak and communicate information in one-on-one and small group situations to customers, clients, and/or team members of the organization;
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions;
• Ability to deal with problems involving a few concrete variables in standardized situations;

Supervision Received and Exercised

This position works under departmental supervision with functional guidance, following established procedures; situations of concern are referred to a supervisor, and whenever there may be a change to policy or procedure is involved. This position does not supervise other staff members.

Physical Requirements

The office environment is conducive with regulated office temperatures and lighting. The noise level can occasionally be moderate. The position may require occasional light lifting, such as three or four reams of paper, or other materials (up to 20 pounds), with occasional stooping or bending.

Additional Information

Background Check Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint screening, and must be successfully completed.

Probation All persons, including current City employees, selected for this position must complete a 90-day mandatory probation.

Financial Disclosure

This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law. The initial financial disclosure must be submitted within 30 days of hire.

Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression, or any other characteristic protected by federal, state, or local laws. Applicants requiring accommodation during the hiring process should contact the Department of Human Resources directly. Requests for accommodation should not be attached to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER In the City of Baltimore we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or interested in learning more? Explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team! Questions regarding the application process should be directed to the Department of Human Resources Office of Recruitment at [phone], 711 (TTY), 7 E. Redwood Street, 16th Floor, Baltimore, MD 21202 or send an email to Recruitment