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BUREAU EXECUTIVE ASSISTANT

ADMINISTRATIVE SPECIALIST II

Recruitment #23-001756-0052

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GRADE

11

LOCATION OF POSITION

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

POSITION DUTIES

The main purpose of this position is to provide administrative and secretarial support to the Bureau of Access to Healthcare Services. This position is responsible for maintaining all electronic office files and ensures that the bureau is operating in an efficient, uniform manner, working independently with minimal supervision.

This position is eligible for hybrid telework after completion of probation.

35% Data Entry/Collection and Filing
  • Maintains a concise, organized electronic filing system to store/retrieve information necessary for reports and projects
  • Accesses multiple programmatic computer data bases for compilation of data for program statistics
  • Organizes a system to schedule, track, and provide materials for bureau outreach events
  • Determines eligibility for the Smartphone Program

30% Administrative/Program Support
  • Responsible for purchasing items, tracking, and reporting all expenditures
  • Assures that office equipment, including computers, telephones, fax machines, copier etc., is operational
  • Provides technical guidance and assistance to program staff in the completion of Workday and CAREAPP
  • Assist with training and completion of PDQ and DPC payments for invoices. Track all vendor invoices
  • Maintain adequate supplies. Places orders quarterly or on an as needed basis
  • Plans and organizes quarterly program meetings
  • Coordinates bureau employee leave calendar
  • Participates in assigned health department work committees/groups 
  • Preforms duties as fiscal liaison
  • Supports MATP during staff shortage and high call volume
  • Reconciles monthly MATP invoice
  • Acts as scheduler for conference rooms and trainer for HEROES IT

30% Secretarial
  • Coordinates work order requests/tickets with IT and Building services, maintain all requests through the SNAP system. Completes ticket satisfaction surveys in a timely manner
  • Independently composes various correspondences and memorandums
  • Greet and screen visitors, receive telephone calls regarding bureau management.
  • Monitors and updates bureau website and communicates changes with Public Information Officer
  • Develops and circulates monthly bureau supervisor and various program meeting minutes
  • Attends assigned meetings and outreach events 

5% Other Duties as Assigned
  • Accepts responsibility for special projects as assigned. Participates in Emergency Preparedness drills or actual events

MINIMUM QUALIFICATIONS

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

Experience: One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Desired qualifications: 
- Extensive experience and knowledge using Microsoft Word, Excel, PowerPoint and Outlook.
- Experience preparing invoices for payment and managing budget expenditure in a database (e.g. Microsoft Excel, Microsoft Access)
- Bilingual in Spanish 
- Experience with scheduling customer services
- Experience with electronic filing (e.g. data entry, organization, cross-referencing, scanning, copying and retrieval)

SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

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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