Operations Assistant III (NCS) - Department of Public Works

City of Baltimore; Baltimore (MD); On-site; USD 58,305 - 75,797; Full time

Job summary

City of Baltimore is seeking an organized Operations Assistant III to provide executive-level administrative and operational support to the Chief of Fleet and Facilities Management. You will coordinate the Fleet and Facilities sections, manage scheduling, communications, and contracts, and help with hiring and reporting.

The ideal candidate has strong organizational, communication, and analytical skills to juggle multiple priorities with professionalism and accuracy.

Qualifications

• High school diploma or GED required.
• Three years of experience coordinating moderately complex administrative or operations projects.
• Equivalency acceptable in lieu of education/experience.

Responsibilities

• Manages and coordinates the chief of fleet and facilities’ calendar, meetings, appointments, and related scheduling needs.
• Schedules internal and external meetings, prepares meeting materials, takes notes, and tracks follow-up items.
• Monitors the fleet and facilities shared inbox and provides timely and professional responses or routes inquiries to the appropriate staff member.
• Responds to telephone calls, emails, and requests received by the fleet and facilities sections.
• Serves as a liaison between the chief, division managers, employees, vendors, contractors, city agencies, and the public.
• Assists with processing, tracking, and following up on facilities work orders, fleet requests, service requests, and other operational assignments.
• Supports the facilities manager with administrative activities related to contracts, vendors, procurement, and onboarding of employees and contractual personnel.
• Collects, compiles, organizes, and maintains information related to fleet and facilities operations.
• Creates and maintains reports, spreadsheets, trackers, and other tools to monitor work orders, repairs, projects, assignments, contracts, fleet activities, and status of work being performed.
• Prepares correspondence, reports, summaries, presentations, meeting agendas, and other informational materials.
• Reviews operational data and identifies overdue assignments, unresolved requests, recurring issues, and matters requiring management attention.
• Assists management with moderately complex operational studies, analyses, procedures, and process-improvement initiatives.
• Maintains organized electronic and paper files, records, calendars, and operational documentation.
• Provides general administrative and operational support to fleet and facilities leadership as needed.
• Performs related duties as assigned.

Skills

English usage

Data collection

Analytical skills

Report preparation

Communication

Interpersonal skills

Data tabulation

Presentation

Education

High school diploma or GED

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 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

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 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 Department of Public Works is seeking an organized, responsive, and detail-oriented Operations Assistant III to provide executive-level administrative and operational support to the Chief of Fleet and Facilities Management. This position will serve as a central point of coordination for the Fleet and Facilities sections and will assist with scheduling, communications, work requests, contracts, hiring activities, reporting, and other operational needs. The ideal candidate will have strong organizational, communication, and analytical skills and will be able to manage multiple priorities while maintaining professionalism, accuracy, and timely follow-up.

Essential Functions

• Manages and coordinates the chief of fleet and facilities’ calendar, meetings, appointments, and related scheduling needs.
• Schedules internal and external meetings, prepares meeting materials, takes notes, and tracks follow-up items.
• Monitors the fleet and facilities shared inbox and provides timely and professional responses or routes inquiries to the appropriate staff member.
• Responds to telephone calls, emails, and requests received by the fleet and facilities sections.
• Serves as a liaison between the chief, division managers, employees, vendors, contractors, city agencies, and members of the public.
• Assists with processing, tracking, and following up on facilities work orders, fleet requests, service requests, and other operational assignments.
• Supports the facilities manager with administrative activities related to contracts, vendors, procurement, and the hiring or onboarding of employees and contractual personnel.
• Collects, compiles, organizes, and maintains information related to fleet and facilities operations.
• Creates and maintains reports, spreadsheets, trackers, and other tools to monitor work orders, repairs, projects, assignments, contracts, fleet activities, and the status of work being performed.
• Prepares correspondence, reports, summaries, presentations, meeting agendas, and other informational materials.
• Reviews operational data and identifies overdue assignments, unresolved requests, recurring issues, and matters requiring management attention.
• Assists management with moderately complex operational studies, analyses, procedures, and process-improvement initiatives.
• Maintains organized electronic and paper files, records, calendars, and operational documentation.
• Provides general administrative and operational support to fleet and facilities leadership as needed.
• Performs related duties as assigned.

Minimum Qualifications

Education: Have a high school diploma or GED equivalent.

AND

Experience: Have three years of experience performing and coordinating moderately complex administrative or operations projects.

OR

Equivalency Notes: Have an equivalent combination of education and experience.

Knowledge, Skills, And Abilities

• Working knowledge of English usage.
• Working knowledge of reference and research methods and techniques used in collecting, compiling, and organizing data.
• Working knowledge of standard analytical principles and techniques.
• Ability to prepare and present reports.
• Ability to establish and maintain working relationships with co-workers and the public.
• Ability to explain an agency’s purpose, programs, and operations.
• Ability to collect, compile, edit, classify, and tabulate statistical and qualitative data.
• Ability to prepare and present ideas and information clearly yet concisely.

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.

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