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EXECUTIVE ASSOCIATE I

Recruitment #18-005051-0006

Introduction

This is a Management Service position, and serves at the pleasure of the Appointing Authority.

GRADE

14

LOCATION OF POSITION

Department of Human Services

Social Services Administration

311 W. Saratoga Street

Baltimore MD 21201-3500

Main Purpose of Job

This position performs administrative staff support work, acts as the secretary, and assistant to the Executive Director’s Office within the Department of Human Services (DHS), Social Services Administration (SSA). The incumbent in this position coordinates work flow of the Executive Office, ensures, executes and maintains office functions in an organized manner; carriers out the daily administrative activities responsibilities; and is the first point of contact.

POSITION DUTIES

Sets, manages and maintains itinerary for the Executive Director; makes appointments, coordinates schedule/functions prior to scheduling and makes travel arrangements; creates event/meeting folder on a weekly or daily basis as needed; acts as an intermediary for the Executive, maintaining frequent contacts with the general public, private executives, professional staff and private sector; refers caller to other DHS program administration or other State agencies; responds to constituents and visitors inquires; ensures appropriate telephone and reception coverage during business hours; coordinates works efforts with SSA Administrative Assistants to complete projects and/or to provide proper coverage; informs, updates the Executive Director on all pertinent issues related to SSA; maintains correspondence, mail, files and made accessible to the Executive Director and other staff as needed; prioritizes all incoming mail for expeditious handling; sorts and screens mail sent to the Executive Director in the required manner; ensures that mail is picked up regularly from the Secretary's office, SSA and mail bin several times a day; assigns correspondences or assignments to SSA Units for their response and/or talking points; reviews, analyzes and tracks assignment to ensure deadlines are met utilizing the secretary's log or other automated systems; reviews all correspondence for proper format, grammatical, typographical correctness, content, and sign-off; maintains important and confidential records; formulates standard operating procedures for SSA in conjunction with DHS guidelines; tracks assignments and controls from the Secretary's, Deputy Secretary's and/or Governor's Office; maintains program manuals, action transmittals and personnel manuals; and performs other related duties as assigned.

MINIMUM QUALIFICATIONS

Education: Possession of an associate's degree in Office Administration from an accredited college or university.

Experience: Five years of experience performing secretarial or clerical duties involving typing. Two years of the required experience must have been in supporting an Executive Director.

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 or university may be substituted at the rate of thirty credits for one year of experience for up-to-two years of 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. Two years of experience with intermediate to advanced Microsoft Office Suite, PowerPoint, Excel and Word.

2. One year of experience using Microsoft Outlook or Google Calendar.

3.One year of experience in organizing projects.

4. Strong customer service, written and oral communication skills. 5. Ability to multi-task effectively in a fast environment and detailed oriented

SELECTION PROCESS

Please read the job announcement in its entirety before applying for this recruitment. Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. 

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. 

This recruitment does not require any additional materials to be uploaded. Your qualifications will be assessed based on the information included on your submitted application.

BENEFITS

FURTHER INSTRUCTIONS

If you have any questions concerning the recruitment process for this position, please call 410-767-7414.

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to: Jocelyn Maschal, Department of Human Services, HR Office, Room 141, 311 W. Saratoga Street, Baltimore MD 21201-3500     

TTY  Users: call via Maryland Relay 

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.