EXECUTIVE ASSISTANT (MANAGEMENT ASSOCIATE)

Maryland; Baltimore (MD); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

State benefits

Paid time off

Job summary

The Maryland Department of Human Services (DHS) seeks an executive-level administrative professional to support Talent Engagement and Management. You will handle calendars, travel requests, correspondence, and confidential information, coordinating with Directors and TEAM managers across the agency.

Responsibilities include preparing documents, updating the Employee Handbook, and assisting with internship programs, while maintaining secure filing and liaison with internal and external partners

Qualifications

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Five years performing secretarial or clerical work involving typing duties.
• Substitutions allowed per state rules for education/experience.

Responsibilities

• Manage Chief Talent Officer's meetings and TEAM calendars.
• Coordinate travel for TEAM leadership with justification and approvals.
• Draft correspondence, reports, and documents as needed.
• Handle confidential information and sensitive records with discretion.
• Maintain electronic filing systems for project and subject files.
• Assist with agency internship programs and update online information.

Skills

Executive support

Calendar management

Travel arrangements

Records management

Communication skills

Education

High school diploma or GED

Tools

FMIS

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.
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.
The closing date has been extended.

GRADE

ASTD13

LOCATION OF POSITION

MARYLAND DEPARTMENT OF HUMAN SERVICES
TALENT ENGAGEMENT AND MANAGEMENT
25 S. CHARLES STREET
BALTIMORE, MD 21201

Main Purpose of Job

This position functions as executive-level administrative support to the leadership for Talent Engagement and Management (TEAM). The position is responsible for performing administrative tasks, including: responding to Directors’ requests, managing calendars and scheduling, managing phones, processing expense reports and travel requests and maintaining office supply inventory. The position is also responsible for assisting with agency Internship programs, updating the agency’s online information, revising and updating the Employee Handbook, answering non-routine correspondence and managing highly confidential and sensitive information. This position also interacts with a diverse group of internal and external partners at all levels seeking assistance with human resources needs.

POSITION DUTIES

Manages, coordinates and schedules meetings for the Chief Talent Officer. Coordinates travel arrangements for TEAM Leadership which includes preparing written justification and completing the necessary paperwork for approval to travel from the Budget Office. Composes correspondence, reports, and other documents as necessary. Tracks and collates responses from local departments of social services and DHS Headquarters Administrations in order to independently complete assigned projects. Procures all services and commodities through the State’s Financial Management Information Systems (FMIS). Strong communication skills (phone, e-mail and in-person), receives and screens incoming calls for appropriate handling. Independently handles calls on a variety of subjects, e.g., requests for information and/or documentation, complaints, emergencies, and building closures. Independently manages special events and projects as assigned. Coordinates recruitment needs for DHS executive-level positions. Reviews and processes Secondary Employment and Financial Disclosure requests for submission to the State’s Ethics Commission. Reviews and distributes incoming mail, noting correspondence that requires special attention of the TEAM Leadership, and forwarding as appropriate. Provides support services to TEAM Managers as needed or requested. Develops and maintains electronic filing system that enables tracking and locating of documents received with regard to local departments, DHS administrations, special projects, and general subject files. Prepares and maintains up-to-date files on subject matter, ongoing projects, and confidential records. Responsible for the coordination, transmittal and follow-up of assignments from the Director and Assistant Directors to TEAM managers.

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: Five 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 or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

SELECTIVE QUALIFICATIONS

Two years of the required minimum qualification experience must have been as an executive assistant providing administrative support to upper level management or in a Human Resources Office.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants�who possess the following preferred qualification(s).�Include clear and specific information on your application regarding�your qualifications.
One year experience working in a highly confidential environment handling confidential reports and/or documents.
One year of experience handling calendars and/or schedule for a supervisory team.
One year experience writing and explaining information to internal and external customers.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

SPECIAL REQUIREMENTS

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

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 the 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

STATE OF MARYLAND BENEFITS

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 applicants are encouraged to apply.

We thank our Veterans for their service to our country and encourage them to apply.