SPECIAL ASSISTANT (Administrator IV)

State of Maryland; Baltimore (MD); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Tuition reimbursement

Flexible work schedules and telework

Free mass transit in Baltimore & Annap

Generous paid leave

Paid holidays

Health coverage with low out-of-pocket

Pension plan

Job summary

Maryland Department of General Services (DGS) seeks a Special Assistant to provide high-level strategic and operational support to the Assistant Secretary of the Business Enterprise Administration. You will oversee special projects, manage sensitive issues with policy impact, and support policy issues and division administration through project management, research, and writing.

The role focuses on coordinating large initiatives, conducting research, and drafting executive-level briefings, with

Qualifications

• Bachelor’s degree in Public Policy, Public Administration, Government Affairs, or related field.
• Experience with project management software, data visualization tools, or advanced spreadsheets to track complex data, budgets, and schedules.
• Ability to synthesize complex, technical, or quantitative information into executive briefings, reports and presentations for senior leadership.
• Experience in relationship management or program coordination with academic institutions, local government, or community stakeholders.
• Proven track record identifying operational inefficiencies and implementing streamlined administrative processes.

Responsibilities

• Provide strategic advice and act as a thought partner to the Assistant Secretary.
• Plan, manage, and implement large-scale special projects with timelines and quality goals.
• Conduct research, fact-finding, and data analysis to inform policy decisions and program improvements.
• Coordinate internal and external inquiries, escalating to the Assistant Secretary as needed.
• Draft, edit, and finalize high-level Department correspondence, briefing memos, and reports.
• Facilitate organizational efficiency by identifying operational gaps and suggesting policy or procedural solutions.
• Coordinate high-level meetings, including agenda prep, note-taking, and follow-up actions.
• Handle confidential administrative tasks such as scheduling, procurement activities, and invoicing.

Skills

Project management software

Data visualization

Advanced spreadsheets

Policy brief writing

Relationship management

Process improvement

Education

Bachelor’s degree in Public Policy/Public Administration/Government Affairs

Job description

Introduction

The Maryland Department of General Services (DGS) supports State and local government agencies, as well as local non-profit organizations and the citizens of Maryland, by providing facilities management, real estate and surplus property services, as well as security and law enforcement for State buildings. DGS is also responsible for a full spectrum of facilities engineering, design and construction services, almost $1 billion in annual contract administration, and overseeing the State procurement process. Here at DGS, we truly Do Great Service… Consider joining our team! This is a Special Appointment position and serves at the pleasure of the Appointing Authority (at-will).

GRADE

19

Location of Position

Business Enterprise Administration

301 West Preston Street, Baltimore, MD 21201

Main Purpose of Job

The Special Assistant provides high-level strategic and operational support to the Assistant Secretary of the Department of General Services Business Enterprise Administration, overseeing special projects and managing sensitive issues with significant policy and programmatic impact. The Special Assistant is responsible for supporting the Assistant Secretary on policy issues and division administration through project management, research, and writing, allowing the Assistant Secretary to effectively oversee a diverse departmental portfolio.

Position Duties

• Provide strategic advice, policy recommendations, and act as a thought partner to the Assistant Secretary.
• Plan, manage, and implement large-scale special projects and assignments, ensuring timelines and quality goals are met.
• Conduct research, fact-finding, and data analysis to inform policy decisions, project development, and organizational improvements.
• Manage internal and external inquiries, coordinating internally to resolve issues or escalating to the Assistant Secretary as appropriate.
• Responsible for following up to ensure issues are resolved in a timely manner.
• Draft, edit, and finalize high-level Department correspondence, position papers, briefing memos, and reports, ensuring technical accuracy and appropriate tone.
• Facilitate organizational efficiency by identifying operational problems, assessing gaps, and recommending policy or procedural solutions.
• Coordinate and support high-level meetings, including agenda preparation, note-taking, and ensuring follow-up on action items.
• Handle various sensitive and confidential administrative and operational tasks, such as scheduling and calendar management, coordinating briefings, invoices, procurement activities, etc.

Desired or Preferred Qualifications

• Bachelor’s degree (B.A./B.S.) or equivalent advanced coursework in Public Policy, Public Administration, Government Affairs, or a closely related field.
• Experience utilizing modern project management software, data visualization tools, or advanced spreadsheet functions to track complex data sets, budgets, and operational schedules.
• Proven ability to synthesize complex, technical, or quantitative information into clear, concise executive briefings, reports, and presentations for senior leadership or elected officials.
• Experience in relationship management, external affairs, or program coordination, specifically demonstrating the ability to build effective partnerships with academic institutions, local government, or community stakeholders.
• A strong track record of identifying operational inefficiencies and successfully implementing streamlined administrative or business processes (e.g., automating workflow approvals, standardizing reporting procedures).

Selection Process

It is important that you provide complete and accurate information on your application. Please include all experience and education that is related to this position. All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered. Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week; you must include the time spent on such activities on your application.

Note that for any position requiring a college degree or college credit, you will be required to submit a college transcript prior to being offered a position. You may submit your transcript as part of the application process.

Please note, selected candidates may be required to complete and successfully pass a State and Federal fingerprint background check prior to being hired. You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

Benefits

The State of Maryland offers a generous benefits package that includes:

• Tuition reimbursement, if funding is available, for those who qualify
• Flexible work schedules and telework opportunities for many positions
• Free mass transit in Baltimore & Annapolis
• Generous paid leave that increases with years of service
• Paid holidays
• Health coverage with low out-of-pocket costs
• Employee & employer contributory pension plan

Further Instructions

State of Maryland benefits information provided on the official site.

DGS is an Equal Opportunity Employer