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ADMINISTRATIVE AIDE

Executive Administrative Assistant

Recruitment #22-002572-0047

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GRADE

ASTD11

LOCATION OF POSITION

Howard County Health Department
8930 Stanford Blvd.
Columbia, MD 21045

Main Purpose of Job

The Administrative Aide for the Bureau of Behavioral Health is responsible for all administrative support and office management functions for the bureau and supports the Director of Behavioral Health. This position also provides administrative assistance to the Howard County Local Behavioral Health Authority Board (HCLBHA). Evenings and weekends as needed for special events and emergencies.

This position is eligible for hybrid telework.

POSITION DUTIES

20% Telephone/Personal Communication – 
  • Receives and screens calls and visitors and refers calls, as needed, to appropriate staff
  • Provides information to callers with respect to availability of services, rules, policies, and procedures employed by the Howard County Health Department and the Bureau of Behavioral Health
  • Researches information as needed and responds to callers in a timely fashion
  • Arranges for appointments, meetings, and interviews
  • Communicates  to internal and external colleagues in a polite and professional manner
  • Back up front desk and phone coverage as needed
20% Correspondence/Written Communication –
  • Types correspondence, memoranda, reports, and other documents as assigned
  • Maintains confidentiality
  • Drafts routine and complex correspondence and memoranda for internal and external communiqués
  • Maintains proficiency in word processing, spreadsheet, publication, and presentation programs (i.e. MS Word, Excel, Access, Publisher, and PowerPoint) utilized by agency
  • Types and processes expense claims, purchase requests, and other requested forms for the Bureau Director 
  • Prepares reports by assembling, compiling and summarizing data into a concise format
  • Prepares and maintains statistical reports
  • Prepares agendas and minutes as requested and accurately disseminates this information within the designated timeframe
  • Interprets administrative decisions and policies to staff and transmits instructions with the authority of the Bureau Director
  • Prepares materials for meetings, including but not limited to the HoCo Local Behavioral Health Authority Board, All Staff Meeting, Recovery Oriented Systems of Care, and Performance Improvement Committee.  This may include maintaining and updating Board Orientation Manual and correspondence with board members and the County Executive’s office regarding appointments and reappointments to the Board.
  • Maintains and updates the directory of mental health and substance misuse services in Howard County, sending updated information through email list to stakeholders, providers and board members.
  • Suggests updates and enhancements to the Bureau of Behavioral Health’s website, social media and promotional materials, and coordinates suggestions with Communications after approval from Bureau Director.
  • Creates behavioral health newsletter which is disseminated 2-3 times a week.
40% Recordkeeping – 
  • Establishes and maintains filing system to include programmatic documents, research articles, receipts/invoices, sign-in sheets, personnel files, and budgets as needed
  • Maintains records related to schedules, expense accounts, trainings, office supplies and brochures/promotional materials. 
  • Maintains statistical records including but not limited to satisfaction surveys for staff, stakeholders and consumers in the Detention Center.
  • Processes GLPI tickets, orders and requests as needed
  • Types, processes, and tracks purchase requisitions and invoices
  • Orders and tracks invoices
  • Investigates invoice discrepancies and prepares paperwork for payment
  • Maintains various staff lists including but not limited to organizational charts, staffing position and office locations and extensions.
10% Dissemination of information – 
  • Opens, sorts, reads and distributes incoming mail as deemed appropriate
  • Distributes mail, faxes, photocopies, journal articles and other work-related items
  • Researches answers and materials to be used in reports
  • Takes minutes for Bureau Director at meetings as requested, transcribes minutes, and disseminates as appropriate
9% Scheduling – 
  • Maintains a calendar system and arranges appointments for Bureau Director 
  • Ensures preparation is complete for routine scheduled meetings (i.e. bureau, supervisors’, staff quarterly, etc.)
  • Handles conference registration for staff as needed
  • Schedules meetings and prepares paperwork for new or internal recruitment
  • Schedules conference rooms and conference calls for Bureau Director.
  • Schedules, hosts and manages virtual meetings
1% Other Duties as Assigned 
  • Accepts responsibility for special projects as assigned. 
  • Secondary to coordinate emergency preparedness and response for the Bureau (i.e., check the AED machine daily and floor captain in an evacuation).  
  • Participates in EP drills or actual events.  
  • Participates in seasonal flu clinics.  

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four 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 classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Desired qualifications:
- Experience in planning, organizing meetings and special projects
- Experience in collaborating with groups or stakeholders/internal partners
- Experience and knowledge using Microsoft Word, Excel PowerPoint and Outlook
- Experience and Familiarity with OneDrive, Skype for Business, Microsoft Teams and WebEx
- Ability to work some evenings/weekends 
- Strong writing and communication skills

SPECIAL REQUIREMENTS

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

SELECTION PROCESS

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview). 

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. 

Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.

Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application (and supplemental questionnaire) may be submitted to MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201. Paper application materials must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.

If additional information is required, the preferred method is to upload.  If you are unable to upload, please fax the requested information to 410-333-5689. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov. 

Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.




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