GVRS Administrative Assistant, Grant Service Specialist II (NCS) - MONSE

Mayor and City Council of Baltimore; Baltimore (MD); On-site; USD 48,000 - 58,000; Full time

Job summary

The Administrative Assistant provides high-level support to the Group Violence Intervention (GVI) team in Baltimore, coordinating daily operations and cross-agency communication. This role ensures documentation compliance, data tracking, and efficient administrative workflows aligned with the Mayor’s public safety strategy.

Responsibilities include calendar management, travel coordination, file organization, and collaboration with law enforcement, community organizations, and social services to

Qualifications

• Education aligned with public administration, criminal justice, or related field.
• 2–4 years administrative experience in government, nonprofit, or public safety settings.
• Excellent organizational and project management skills.
• Proficiency in Microsoft Office Suite and database systems.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Ability to handle confidential and sensitive information.
• Experience in violence intervention or public safety initiatives.

Responsibilities

• Manage calendars, scheduling, and logistics for call-ins, notifications, case reviews, and events.
• Prepare meeting materials, agendas, briefing documents, and post-meeting summaries.
• Coordinate travel, procurement, and reimbursement per municipal policies.
• Maintain filing systems, both electronic and physical.
• Support onboarding logistics for new hires.
• Coordinate interagency meetings and community events.
• Enter and maintain participant data in case management systems.
• Track referrals, service linkage, and engagement milestones.
• Assist in monthly/quarterly/annual performance reports.

Skills

Calendar management

Scheduling

Communication

Data entry

Administrative support

Education

Associate’s or Bachelor’s degree in Public Administration, Criminal Justice, Social Work, or related field

Tools

Microsoft Office Suite

Database systems

Job description

THIS IS A NON-CIVIL SERVICE POSITION Salary Range: $44,779.00 - $71,032.00 Annually Hiring Salary Range: $47,779.00 - $57,905.50 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 are 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

Job Summary

The Administrative Assistant provides high-level administrative, operational, and logistical support to the Group Violence Intervention (GVI) team. This position ensures the efficient coordination of daily operations, cross-agency communication, documentation compliance, and data tracking aligned with the Mayor’s Office public safety strategy. This role is critical to maintaining the integrity, organization, and accountability infrastructure that supports violence reduction efforts targeting individuals and groups at highest risk of involvement in gun violence.

Essential Functions

Administrative & Operational Support

• Manage calendars, scheduling, and logistics for call-ins, custom notifications, case review meetings, and community events.
• Prepare meeting materials, agendas, briefing documents, and post-meeting summaries.
• Coordinate travel, procurement, and reimbursement requests in compliance with municipal policies.
• Maintain office supply inventory and vendor coordination.
• Maintain organized electronic and physical filing systems.
• Support onboarding logistics for new hires.

GVRS Event & Call-In Coordination

Support planning and execution of:

• Call-in meetings
• Custom notifications
• Interagency case review sessions
• Community partnership convenings
• Track attendance and maintain confidential documentation.
• Ensure participant materials and resource packets are prepared and distributed.

Data & Documentation Management

• Enter and maintain participant data in case management systems.
• Track referrals, service linkage, and engagement milestones.
• Assist in preparing monthly, quarterly, and annual performance reports.
• Support data requests from Mayor’s Office leadership and external evaluators.
• Maintain confidentiality and compliance with data-sharing agreements.

Cross-Agency Coordination

• Serve as liaison between:
• Law Enforcement Partners
• Community-based organizations
• Social service providers
• Prosecutor’s Office
• Mayor’s Office leadership
• Coordinate interdepartmental communications and follow-ups.

Fiscal & Procurement Support

• Process invoices, contracts, and purchase requests.
• Track program expenditures.
• Support grant documentation and compliance requirements.

Public & Community Interface

• Serve as first point of contact for visitors, stakeholders, and community partners.
• Maintain professional and confidentiality in handling sensitive information.
• Support coordination of community engagement events and press-related logistics (as assigned).

Community & Stakeholder Support

• Assist with stakeholder communications.
• Prepare outreach materials and informational documents.
• Support public safety briefings and community presentations.

Minimum Qualifications

Education: Associate’s or Bachelor’s degree in Public Administration, Criminal Justice, Social Work, or related field (or equivalent experience). 2–4 years administrative experience in government, nonprofit, or public safety settings.Strong organizational and project management skills. Proficiency in Microsoft Office Suite and database systems. Strong written and verbal communication skills. Ability to manage multiple priorities and deadlines. Ability to handle confidential and sensitive information. AND Experience: Experience in violence intervention, criminal justice reform, or public safety initiatives. Familiarity with GVI, focused deterrence, or place-based violence reduction strategies. Experience supporting executive-level leadership. OR Equivalency Notes: Have an equivalent combination of education and experience. Knowledge, Skills, and Abilities Relationship-building and credibility Conflict resolution and mediation Trauma-informed engagement Cultural humility Professional boundaries and ethical practice Documentation and data literacy Accountability and reliability

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 screening, and must be successfully completed.

Probation All persons, including current City employees, selected for this position must complete a 6-MONTH mandatory probation.

Financial Disclosure This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law. The initial financial disclosure must be submitted within 30 days of hire.

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 accommodation during the hiring process should contact the Department of Human Resources directly. Requests for accommodation should not be attached to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER

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!