Executive Assistant (NCS) - Mayor's Office of Homeless Services

City of Baltimore; Baltimore (MD); On-site; USD 58,000 - 93,000; Full time

Job summary

Baltimore City's Mayor's Office of Homeless Services is seeking a dynamic professional for the Executive Assistant position. This position provides advice, staff assistance and administrative support to the Director of the agency.

Work may require evening and weekend hours and reports to the Agency Director. Essential functions include advising on administrative policies, preparing confidential reports, coordinating with staff and officials, managing information flows, and overseeing procurement

Qualifications

• Bachelor’s degree from an accredited college or university.
• Five years of experience performing executive level administrative support work including two years working in a confidential environment.
• Equivalencies: an equivalent combination of education and experience.

Responsibilities

• Assists the Agency Director and the Deputy Director in formulating and implementing administrative policies, practices, procedures and long-term goals for the agency.
• Performs confidential and special projects, researches and prepares reports and correspondence for the Agency Director's signature.
• Directs and monitors the execution of decisions and policies of the Agency Director and interprets decisions and policies for subordinate agency staff.
• Represents the Director at public and governmental meetings; reports on meetings to the Director.
• Manage the procurement processes for the Agency’s leadership team, tracking spending to support budgetary guidelines, and processing payroll for the leadership team.

Skills

Public Admin

Policy Development

Project Management

Communication

Confidentiality

Teamwork

Prioritization

Education

Bachelor's degree

Tools

Microsoft Office

Email communication

Job description

Get to Know Us

Welcome to the City of Baltimore! 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 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! The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here: https://humanresources.baltimorecity.gov/hr-divisions/benefits

THIS IS A NON-CIVIL SERVICE POSITION

Salary Range: $58,305.00 - $93,289.00 Annually

Hiring Salary Range: $58,305.00 - $75,797.00 Annually

Get to Know Us

Welcome to the City of Baltimore! 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 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! The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here: https://humanresources.baltimorecity.gov/hr-divisions/benefits

NOTE: GRANT POSITIONS ARE NOT ELIGIBLE FOR RETIREMENT BENEFITS

Job Summary

Baltimore City's Mayor's Office of Homeless Services is seeking a dynamic professional for the Executive Assistant position. This position provides advice, staff assistance and administrative support to the Director of the agency. Work of this class involves no supervisory duties or responsibilities but may involve evening and weekend hours. This position reports to the Agency Director.

Essential Functions

• Assists the Agency Director and the Deputy Director in formulating and implementing administrative policies, practices, procedures and long-term goals for the agency.
• Performs confidential and special projects, researches and prepares reports and correspondence for the Agency Director's signature.
• Compiles organizational data to support the Agency Director in making organizational decisions.
• Direct and monitors the execution of decisions and policies of the Agency Director and interprets decisions and policies for subordinate agency staff.
• Works with Agency employees, government officials, customers, and community organizations to facilitate the exchange of information and sharing of ideas to improve the agency and the services offered to its clients.
• Investigates and resolves confidential or sensitive administrative problems, complaints and situations at the request of the Agency Director.
• Attends confidential administrative and operational meetings; organizes, coordinates and monitors the implementation of resultant actions, resolutions and administrative decisions.
• Assists high-level agency managers in the implementation and coordination of the administrative aspects of planning projects and programs as directed by superior.
• Exercises sound independent judgment in screening mail, telephone calls and visitors; decides what matters come to the superior's attention; provides information or answers to questions not requiring superior's attention.
• Represents the Director at public and governmental meetings; reports on meetings to the Director.
• Manage the procurement processes for the Agency’s leadership team, tracking spending to support budgetary guidelines, and processing payroll for the leadership team.
• Performs related work as required.

Minimum Qualifications

Education: Have a bachelor's degree from an accredited college or university.

AND

Experience: Have five years of experience performing executive level administrative support work including two years working in a confidential environment.

OR

Equivalencies: Have an equivalent combination of education and experience.

Knowledge, Skills, & Abilities

• Knowledge of the principles and practices of public administration.
• Ability to plan, organize and coordinate a program of administrative functions in a governmental organization.
• Ability to develop, implement and interpret policies, procedures and directives.
• Ability to research and compile administrative reports and documents and to analyze planning reports and statistical information.
• Ability to deal with confidential materials and situations with discretion, tact and diplomacy.
• Strong and effective written and oral communication skills.
• Ability to manage multiple projects.
• Ability to deal effectively with government officials and personnel, representative of private organizations, community groups and stakeholders; ability to establish and maintain effective working relationships with co-workers, the general public, clients, and others.
• Must be a self-starter and a team player with the ability to prioritize multiple tasks.
• Work must be timely and attention to detail is necessary.
• Competent working with Microsoft Office® and communicating via email.
• Administrative ability.

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 must be successfully completed.

Probation

All persons, including current City employees, selected for this position must complete a mandatory six-month.

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 accommodations during the hiring process should contact the Department of Human Resources directly. Do not attach your request for accommodation to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER