Executive Administrative Assistant (Administrative Aide)

State of Maryland; Columbia, Northern (MD, KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

State of Maryland benefits

Job summary

State of Maryland seeks an Administrative Aide for the Bureau of Behavioral Health in Howard County. The role provides comprehensive administrative support, manages correspondence, scheduling, and documentation for the Director and staff, and assists with invoices and contracts.

Evenings and weekends may be required for events; hybrid telework is eligible. Strong MS Office skills and experience supporting boards and committees are desirable.

Qualifications

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience in secretarial or clerical duties with typing responsibilities.
• Proficiency with MS Office (Word, Excel, Access, Publisher, PowerPoint).
• Experience with Office 365 products and SharePoint preferred.

Responsibilities

• Types correspondence, memoranda, reports, presentations and other documents.
• Maintains confidentiality of staff and clients involved.
• Prepares agendas and minutes for board and staff meetings.
• Maintains calendars and schedules for supervisors and staff.
• Maintains filing systems and processes invoices and related contracts.

Skills

Office proficiency

Typing 40 wpm

Administrative support

Communication skills

Education

High school diploma or GED

Tools

Office 365

SharePoint

Multi-line telephone system

Job description

GRADE

ASTD11

LOCATION OF POSITION

MDH Howard County Health Department

8930 Stanford Blvd

Columbia, MD 21045

Main Purpose of Job

The Administrative Aide for the Bureau of Behavioral Health is responsible for all administrative support and office management functions for the bureau and supports the Director of Behavioral Health. This position provides client/guest support and referral services, office operations support, and invoice and contracts support as needed. This position also provides administrative assistance to the Howard County Local Behavioral Health Authority Board. (HCLBHA).

Evenings and weekends as needed for special events and emergencies.

Eligible for hybrid telework schedule.

Position Duties

40% Correspondence/Written Communication

• Types correspondence, memoranda, reports, presentation, and other documents as assigned
• Maintains confidentiality of staff and clients as the position may have access to confidential information
• Creates routine and complex correspondence and memoranda for internal and external communications
• Maintains proficiency in word processing, spreadsheet, publication, and presentation programs (i.e. MS Word, Excel, Access, Publisher, and PowerPoint) utilized by the agency
• Prepares reports by assembling, compiling and summarizing data into a concise format
• Prepares agendas and minutes as requested for meetings, including but not limited to the Howard County Local Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance Improvement Committee (PIC) meetings and accurately disseminates this information within the designated timeframe
• Interprets administrative decisions and policies to staff and transmits instructions with the authority of the Bureau Director
• Prepares materials for meetings, including but not limited to the Howard County Local Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance Improvement Committee (PIC) meetings. This may include maintaining and updating Board materials such as the orientation manual, member’s roster, sub-committee list, attendance list, meeting schedule, and correspondence with board members and the County Executive’s office regarding appointments and to the Board. Creating presentations, reports, and memos for meetings.
• Creates and sends the Bureau’s newsletter 2-4 times a month through email list to staff, stakeholders, providers and board members.
• Suggests updates and enhancements to the Bureau’s website, social media and Promotional materials, and coordinates suggestions with Communications after approval from Bureau Director.
• Distributes incoming mail, faxes, photocopies
• Researches materials to be used in reports

20% Telephone/Personal Communication

• Receives visitors, answers calls, and transfers calls to appropriate staff as needed
• Provides information to visitors and callers
• Researches information as needed and responds to visitors and callers in a timely fashion
• Communicates with internal and external colleagues in a polite and professional manner

20% Scheduling

• Schedules meetings for the Bureau Director
• Schedules conference rooms for the Bureau Director and the Bureau staff
• Schedules events for the Bureau staff
• Maintains a calendar system for Bureau Supervisors and Bureau staff
• Schedules, hosts and organizes meetings

15% Recordkeeping, contract and invoice support

• Establishes and maintains filing system to include programmatic documents as needed
• When needed help to submit and track invoice payments, orders, EECs, and trainings.
• Help to reconcile the submission spreadsheet with submissions in email.
• Help to investigate invoice discrepancies and prepare paperwork for payment
• Type and process EEC, PDQ, DPC and other requested forms needed for Bureau of Behavioral Health staff as needed.
• Maintains statistical records including but not limited to satisfaction surveys for staff and stakeholders
• Maintains various Bureau staff lists, including but not limited to organizational charts, staff schedule, office locations and phone extensions, staffing hallway signs, and emergency telephone call down tree and phone numbers.

5% Other Duties as Assigned

• Possesses a broad understanding of HCHD services and can refer to other programs. Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department. Completes all required trainings. Participates in quality improvement efforts within the program. Accepts responsibility for special projects as assigned. Secondary to coordinate emergency preparedness and response for the Bureau (i.e., check the AED machine daily and floor captain in an evacuation). Participates in EP drills or actual events. Participates in seasonal flu clinics.

MINIMUM QUALIFICATIONS

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

Experience: Four years performing secretarial work or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Experience with Office 365 products and SharePoint.

Experience operating a multi-line telephone system.

Experience providing administrative support, including drafting correspondence, performing data entry, and preparing agendas and meeting minutes.

Experience scheduling meetings, appointments, and maintaining calendars.

SPECIAL REQUIREMENTS

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.

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). Complete applications must be submitted by the closing date. Information submitted after this date will not be added. Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application. 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

We thank our Veterans for their service to our country.

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.