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MANAGEMENT ASSOCIATE- Contractual

Executive Assistant

Recruitment #19-002650-0003

Introduction

*RE-POST if you applied to the original posting you do not need to reapply.*

This is a full-time contractual position with the Department of Human Services, Office of Government Affairs.

GRADE

13

LOCATION OF POSITION

Department of Human Services

Office of Government Affairs

311 W. Saratoga Street

Baltimore MD 21201

Main Purpose of Job

Provides a full range of administrative support to the Director and Assistant Director of the Office of Government Affairs (OGA). Routinely handles sensitive and highly confidential information. Interacts with a diverse group of internal and external customers at all levels within and outside the organization always providing a high level of customer service. This position requires excellent decision making skills, as well as independent judgment, the ability to manage priorities; plan and organize multiple projects.

POSITION DUTIES

Provides support services for the Office of Government Affairs (OGA).  Receives and screens incoming calls for appropriate handling on variety of subjects; refers callers to the appropriate personnel within OGA for proper handling; reviews and distributes incoming mail, noting correspondence that requires special attention of the Director or Assistant Director, and forwarding as appropriate;  maintains assignment log to track unit assignments;  monitors progress of assignments for completion and submission by the due date; reviews correspondence, reports and assignments noting format, grammar, completeness, consistency with established guidelines, and content to ensure documents are responsive to issues raised; composes correspondence, reports, tables, and other documents as necessary; tracks and collates responses from local departments of social services and central administrations in order to independently complete assigned projects; prepares responses to requests for information.      

Responsible for the coordination, transmittal and follow-up of assignments from the Director and Assistant Director.  This includes review of assignments from additional OGA staff for accuracy and timely completion before submission to the Director or Assistant Director.   Tracks and monitors legislative priorities. Responsible for the coordination, transmittal and follow up on legislation assigned to the Department of Human Services administrations for comment.   Coordinates and schedules meetings for the Director and Assistant Director.  Prioritizes meetings, takes appropriate actions to control the Director and Assistant Director’s schedules.  Maintains current electronic calendar at all times.  Researches, prepares and distributes materials relative to meetings.  Manages special projects as assigned.

MINIMUM QUALIFICATIONS

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

Experience: Five 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 or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

SELECTIVE QUALIFICATIONS

One year of the required minimum qualification experience must have been in providing secretarial support to officials, administrators or a director.

DESIRED OR PREFERRED QUALIFICATIONS

The ideal candidate will possess the following:

Strong customer service, written and oral communication skills.

Ability to prioritize and multi-task effectively.

Flexibility in a busy environment.

Demonstrated skills in effective time management, priority setting and problem-solving.

Experience coordinating and planning events/meetings.

Effectively assist and provide guidance with requests from external/internal customers such as other state agencies.

Proficient with Microsoft Office applications (Excel, Word, PowerPoint, Adobe, Google Sheet and Docs ). 

 

SPECIAL REQUIREMENTS

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

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment.  It is important that you report all related education and experience that is relevant to this recruitment qualifications. All information concerning your qualifications, including a copy of your diploma or transcripts must be provided if selected for an interview.  We will not consider information submitted after this date.  

Successful candidates will be placed on the employment (eligible) list. The resulting list may be used for future vacancies with this agency or other state agencies.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

Applicants who meet the minimum qualifications will be evaluated.  If selected for an interview, you will be required to provide an official transcript.  For all foreign education obtained outside the U. S. you will be required to provide proof of the equivalent American education as determined by a foreign credential evaluation service if selected for an interview.  

Online applications are highly recommended, however the paper application may be submitted to the Department of Human Services/HRDT, 311 W. Saratoga Street, Attn: D. Greene, Baltimore, MD 21201.  The paper application must be received  by 5:00 p.m. on the closing date for this recruitment, no postmarks will be accepted.  Information received after the closing date will not be considered.  Application inquiries may be directed to 410-767-7414.      

TTY  Users: call via Maryland Relay

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

Bilingual applicants are encouraged to apply.

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




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