ADMINISTRATOR I

This position is for the Division of Maryland Center for School Safety was created to promote learning environments in which our youth across the State are in a position to acquire the skills and knowledge to help them succeed in school and in life.

State of MD Salary Grade 16

Baltimore County

The Executive Assistant provides high-level, confidential administrative support to the office of the MCSS office, MCSS Executive Director (ED) as well as the School Safety Subcabinet (Subcabinet) and Advisory Board. Duties may be clerical, administrative and project-based and include scheduling and booking travel, arranging meetings, coordinating meetings logistical support, handling information requests, preparing reports and correspondence and liaising with a wide range of stakeholders. This position is often privy to confidential information and as such, requires diplomacy and discretion. This position also tracks events and takes the initiative to ensure the ED and Subcabinet are prepared with the right documents and information before meetings. In order to fulfill these responsibilities, this position requires strong communication, exceptional writing skills, ability to research and provide synopsis to ED, familiarity with various office management systems (e.g., Microsoft, Google, Adobe office software), and strong organizational skills with an ability to think proactively and prioritize work.

• Manage Office of the Executive Director. Exercising discretion and confidentiality with sensitive Agency information while ensuring the Executive Director is prepared for all activities and administrative and operational activities of the Executive Director office remain consistent, organized, and within state, unit, and department policies/procedures by:
  • Maintaining and ensuring professionalism of the Executive Director’s office;
  • Exercising good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities;
  • Working independently on projects, from conception to completion;
• Manage communications for Executive Director. Exercising discretion and confidentiality with sensitive Agency information while managing incoming and outgoing inquiries from visitors, callers, and formal or email correspondence for the Executive Director by:
  • Acting as an intermediary for the Executive Director, maintaining frequent contacts with public and private executives, professional staff and other officials;
  • Answer calls;
  • Composing formal or informal, to include email, correspondence;
  • Answering incoming inquiries from visitors and callers and arranges for appointments and interviews;
• Manage schedule for Executive Director. Exercising discretion and confidentiality with sensitive Agency information while tracking and managing the daily schedule for the Executive Director by:
  • Coordinating activity schedule for Executive Director with various stakeholders;
  • Coordinating daily calendars of MCSS staff;
  • Ensuring Executive Director is on time and has necessary material and information to participate in scheduled meetings or events;
  • Preparing itinerary for travel and conferences;
• Oversee and manage communications with and provide support for the School safety Subcabinet and Advisory Board of the MCSS. Exercising discretion and confidentiality with sensitive MCSS information while supporting the School Safety Subcabinet and Advisory Board staff and members by:
  • Scheduling of conferences, meetings and events;
  • Coordinating meeting locations and logistics;
  • Compiling and sharing agendas and meeting notes;
  • Coordinating conference calls;
  • Developing presentation materials;
• Manage office of the MCSS. Responsible for managing the day-to-day operations of the MCSS. Develop and run organizational processes and systems for office personnel, including filing, billing, accounts payable, procurement, expense reports, staff equipment needs, and scheduling. To include:
  • Manage scheduling, procurement/ordering, and payments;       
  • Serve as primary liaison with MSDE for all fiscal operations of the MCSS;       
  • Manages all MCSS procurement activity;

Education: A Bachelor's degree from an accredited college or university.

Experience: Four years of experience in administrative staff or professional work.

1 year experience with Microsoft Office Suite (Word, Excel, PowerPoint, Access) and/or Google Docs, Sheets, Slides, Sites

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications.

• Administrative Assistant experience for a senior level Executive
• Experience planning events and / or conferences for professional business groups 

The MCSS employee will be assigned a laptop computer and cell phone for State use.

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 eligible (employment) list for at least one year.

Your application is part of the examination process. The examination will consist of a rating of your education, training, and experience related to the requirements of this position. The rating will be based on the information provided on your application. Therefore, it is important you provide all the experience and education that is related to this position completely and accurately. Applicants are required to complete the supplemental questionnaire, as part of the application process.

STATE OF MARYLAND BENEFITS

 

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

Maryland State Department of Education

Office of Human Resources

C/o Marcia Cooper-Stokes

200 West Baltimore Street

Baltimore, Maryland 21201

If you utilize fax or regular mail as the option to submit required attachments, you will need to resubmit these documents each time you apply for a new position that requires the attachments. Please DO NOT submit any unsolicited materials and/ or documents. Additionally, you must include the following information on each page of the attachment you submit in order to ensure that we append the attachments to the correct recruitment: First and Last Name, Re0cruitment Number, and the last 4 digits of your SS# and indicate application Administrator I (JobAps#: 18-006094-006). Fax: 410-333-8950 – This fax number is for Department of Education recruitment actions only.

If you have difficulty with your user account or have general questions about this online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850. For inquiries or an MSDE Application, contact 410-767-0019 or TTY/TDD 410-333-3045 or visit our website at http://www.marylandpublicschools.org/.

Appropriate accommodations for individuals with disabilities are available upon request.

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

We thank our Veterans for their service to our country, and encourage them to apply.

Bilingual applicants are encouraged to apply.