ADMINISTRATIVE OFFICER I **REPOST** EXECUTIVE ASSISTANT

State of Maryland; Maryland; On-site; USD 42,000 - 54,000; Full time

Job summary

The State of Maryland, Carroll County Health Department in Westminster, MD, is seeking an Administrative Assistant to support the Health Officer and Deputy Health Officers. Responsibilities include scheduling meetings, generating reports and minutes, creating manuals and workflow charts, and coordinating communications with state, federal, and local agencies.

Minimum qualifications: high school diploma and at least one year of administrative experience.

Qualifications

• High school diploma or equivalent required.
• At least 1 year of administrative staff or professional experience required.
• Candidates may substitute 30 college credit hours for the required experience.
• Armed Forces experience may substitute for required experience on a year-for-year basis.

Responsibilities

• Schedule meetings and maintain calendars for executive leadership.
• Prepare reports, meeting minutes, and distribute materials.
• Create procedural manuals, workflow charts, and organizational charts.
• Coordinate interagency communications with state, federal, and local partners.
• Provide coverage for clinic administrative services including intake, scheduling, and front-office tasks.

Skills

Calendar management

Executive support

Report preparation

Interagency communication

Front desk duties

Education

High school diploma

Tools

Google Workspace

Microsoft Office

Job description

GRADE

13

LOCATION OF POSITION

MDH, Carroll County Health Department
Westminster, MD 21158

Main Purpose of Job

The main purpose of this position is to be responsible for the administrative responsibilities for the Carroll County Health Department (CCHD) Health Officer, Deputy Health Officer-Medical and Deputy Health Officer-Operations. This includes scheduling meetings, creating reports, creating meeting minutes, creating procedural manuals, workflow charts, organizational charts, participating in program planning and analysis, maintaining correspondence with administrative officials (i.e. program heads, staff specialists, etc.) and coordinating interagency communications (i.e. the State Legislature, the federal government, local government agencies, partner organizations, etc.). This position will also provide coverage for administrative support services for the clinic (intake, insurance, scheduling), vital records, front office services including phone support and fee collections, receiving, mail services, operations and security.

Minimum Qualifications

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: One year of administrative staff or professional work.

Notes

• Candidates may substitute 30 college credit hours from an accredited college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

Desired Or Preferred Qualifications

• Experience working in a high level administrative or Executive Assistant role supporting senior leadership within a large organization.
• Experience managing complex calendars, scheduling meetings across multiple time zones and coordinating travel logistics.
• Experience preparing meeting agendas, taking minutes, distributing materials and ensuring follow up on action items.
• Experience/working knowledge of productivity and communication tools including Google Workspace or Microsoft Office Suite.
• Experience managing projects, tracking deadlines and creating presentations or reports as needed.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).

Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

Benefits

STATE OF MARYLAND BENEFITS

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.

We thank our Veterans for their service to our country.