Executive Assistant ADMINISTRATIVE OFFICER II

State of Maryland; Maryland; On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental plan

Vision plans

Telework eligibility

Personal Leave

Annual Leave

Sick Leave

Parental Leave

Holidays

Pension

Job summary

The Maryland Department of Human Services is seeking an administrative professional in Rockville, MD to support the Director and Deputy Director. You will manage reports, statistics, customer service, and confidential information, while helping schedule meetings and prepare presentations for senior leadership.

Ideal candidates have a high school diploma or GED with at least two years of administrative experience, strong Microsoft Office skills, and the ability to handle sensitive data with

Qualifications

• Graduation from an accredited high school or high school equivalency certificate.
• Two years of administrative staff or professional work experience.
• Substitution options available for education or experience as described.

Responsibilities

• Support Director and Deputy Director with reports, statistics and customer service.
• Coordinate calendars, meetings, and prepare correspondence and presentations.
• Manage confidential information and ensure filing, retrieval and privacy.
• Assist in policy development and preparation of audits and compliance documents.
• Coordinate internal communications and schedule events for leadership.

Skills

Administrative support

Customer service

Office software

Education

High school diploma or GED

Bachelor's degree substitution acceptable

Tools

Microsoft Office Suite

Job description

Introduction

When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.

Introduction

When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.

We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind.

GRADE

14

LOCATION OF POSITION

Department of Human Services

Montgomery County Child Support Administration

51 Monroe St., Suite 811

Rockville, MD 20850

Main Purpose of Job

This position provides support to the Director and Deputy Director in managing and coordinating administrative functions such as reports, statistics, customer service, personnel and other operational functions. This position participates in developing policies, procedures and performance standards designed to improve the quality and effectiveness of service delivery. This position also creates and monitors procedures to ensure compliance with Federal, Legislative and DHS fiscal/program audits. This position exercises independent judgment and operates under supervision from the Director.

POSITION DUTIES

• Assists the Director and Deputy Director in the creation of policies and procedure that improve the overall effectiveness of MCOCS and guide the agency toward meeting its performance standards.
• Provides support, evaluation, and recommendations in the coordination of efforts and the resolution of problem areas within MCOCS.
• Provides support to the management of MCOCS in a continuous effort to improve customer service and to attain performance goals.
• Prepares, maintains and monitors MCOCS’s reports, constituent service complaints and customer service inquiries. Ensures proper filing, retrieval, and confidentiality of sensitive information.
• Assists in managing the daily operations of the office, including scheduling meetings, coordinating appointments, and maintaining calendars for the director and deputy director.
• Prepares correspondence, reports, and presentations on their behalf.
• Handle incoming and outgoing communication including phone calls, email, and mail.
• Coordinates and schedules meetings, conferences and other events for the director and deputy director.

Minimum Qualifications

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

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

Experience: Two years of administrative staff or professional work.

Notes

• Candidates may substitute 30 credit hours from an accredited college or university for one year of the required experience.
• Candidates may substitute the possession of a Bachelor's degree from a 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

• One year of experience handling sensitive data while adhering to strict confidentiality standards.
• One year of computer software experience with proficiency in Microsoft Office Suite.
• One year experience working within a child support enforcement agency, legal environment or state human services program.
• Experience managing executive calendars, coordinating schedules, handling high level correspondence, drafting agendas, taking meeting minutes and following up on action items for senior leadership.
• Strong communication skills.
• Experience maintaining tracking systems for constituent service complaints or high volume customer service escalations.

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

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You may be asked to complete a supplemental questionnaire. The supplemental questionnaire may be used as part of the rating process. Therefore, it is important that you provide complete and accurate information on your application.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required prior to hire.

Benefits

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS: STATE OF MARYLAND BENEFITS

• Personal Leave- new State employees are awarded six (6) personnel days annually (prorated based on start date).
• Annual Leave - ten (10) days of accumulated annual leave per year.
• Sick Leave - fifteen (15) days of accumulated sick leave per year.
• Parental Leave - up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
• Holidays - State employees also celebrate at least twelve (12) holiday per year.
• Pension - State employees earn credits towards a retirement pension.
• Positions may be eligible for telework.

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplement questionnaire to: Attention: Trelia Gunter, Department of Human Services, Examination Services Unit, 25 S. Charles Street, Suite 1100, Baltimore, MD 21201.

Or email [e-mail].; voice 410-767-7416.

All mailed documents must include the applicant's name and the job number and must be received by 5 p.m. on the closing date. Resumes will NOT be accepted in lieu of completing the application.

If additional information is required, the preferred method is to upload. If unable to upload, please email requested information only to [e-mail] . Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

TTY Users: call via Maryland Relay.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or [e-mail].

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State's diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.