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OFFICE MANAGER

Recruitment #18-001443-0003

GRADE

13

LOCATION OF POSITION

Department of Human Services

Baltimore City Department of Human Services

Division of Administrative Operations

1910 N Broadway

Baltimore, MD  21213

Main Purpose of Job

This position provides administrative support with the daily functions of the Division of Administrative Operations (DAO) Unit. It provides assistance to the Deputy Chief of Field Operations and various Units within the Division. It also serves as an intermediary and manages the daily itinerary for the Deputy Chief making contact with others to schedule meetings, delivering messages and preparing reports.

POSITION DUTIES

Facilitates management duties by finalizing correspondence for signature, preparing materials for meetings, record keeping and preparation of meeting minutes; processes and maintains records of leave requests; receives, sorts and distributes incoming correspondences; prepares reports and monitors deadlines; acts as Remedy Coordinator reviewing and delegating work orders prior to processing; processes work order, delegates requests to appropriate Facility Coordinators and/or Department of General Services (DGS), Facilities Operations, Maintenance and contacts various Units with DHS; prepares and compiles bi-weekly and monthly facility reports for all open and closed work orders by entering data into the Remedy system; records daily/weekly unit statistics; works independently on special projects as assigned; compiles contact information from DHS employees to create and maintain the evacuation monitor roster for the agency and forwards updates to DHS Security and Public Safety Unit; acts as intermediary in the absence of the Management Associate for the Chief of Administrative Operations and provides necessary support services; serves as central point of contact for internal and external calls for DAO office; creates and maintains a filing system to house personnel records, invoices and internal/external correspondences; and performs other related duties as assigned.

MINIMUM QUALIFICATIONS

Please read the job announcement in its entirety before applying for this recruitment. Applicants must meet all minimum qualifications to be approved and appear on the list of candidates eligible for hire.

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

Experience: One year of experience supervising lower-level clerical employees.

Notes:

1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.

2. Applicants may substitute education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience at a rank of Corporal/Petty Officer or higher 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

Strong preference will be given to applicants that possess the following preferred qualification(s). Include clear and specific information on your application regarding the qualifications.

1.  One year of experience preparing reports and correspondences.

2.  One year of experience utilizing Microsoft Excel and Access.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment.  All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best-Qualified, Better-Qualified, or Qualified and placed on the employment (eligible) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position.  It is important that you provide complete and accurate information on your application.  Please report all experience and education that is related to this position. 

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.

BARGAINING UNIT STATUS

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are STRONGLY preferred.  If you are unable to apply online, please send your paper application and supplemental questionnaire (if applicable) to:

Department of Human Services

Examination Services Unit

Attention: Kendra Young

311 W. Saratoga Street, First Floor

Baltimore, Maryland 21201

Or, fax requested information to: 410-333-0882; Email kendra.young@maryland.gov, voice 410-767-7199 , toll-free: 1-800-925-4434.

The paper application must be received by 5 PM on the closing date for the recruitment. 

Do not submit unsolicited documentation.  Resumes and copies of diplomas are not required for this examination process.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. 

We thank our Veterans for their service to our country.