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EXECUTIVE ASSOCIATE I

Special Appointment (At Will Position)

Recruitment #19-005051-0003

GRADE

14

LOCATION OF POSITION

1100 N. Eutaw Street, Room 600, Baltimore, MD 21201

Main Purpose of Job

To provide administrative support to the Office of the Commissioner and Deputy Commissioner, Division of Labor and Industry.

POSITION DUTIES

Serve as primary support and executive assistant to the Division’s Commissioner and Deputy Commissioner. Have a comprehensive understanding of how the overall Division functions, how the hierarchy of command is structured, current and historical regulatory protocol, and how to manage confidential information; establish a climate that allows for the effective, timely flow of communications.

Oversee all aspects of positions by ensuring that the daily workflow is performed according to the established policies and procedures set forth by the Commissioner/Deputy Commissioner and program managers; ensures goals and obligations and accurate information regarding laws, regulations, policies and procedures governing the Division are met.

Acts as administrative liaison for internal units and staff, as well as various outside agencies, individuals, groups and committees on behalf of the Commissioner/Deputy Commissioner. Prepare documents for and provide technical support to the Commissioner/Deputy Commissioner. Provide, on occasion, auxiliary support to the Assistant Attorney’s General and Administration staff that includes interactions with business owners, elected officials, labor representatives and other internal/external stakeholders.

Manages and coordinates the daily calendar to ensure the Commissioner/Deputy Commissioner are appropriately prepared for various meetings, conferences and events with other executive personnel and general employees; coordinates the Commissioner/Deputy Commissioner’s appointments

Documents and ensures all forms of correspondence and requests are disseminated using appropriate channels and protocol. Acts as an information conduit for onsite visitors and callers regarding policies and procedures; diligently resolves issues independently and within scope of authority.

Reviews all forms of communications and facilitates appropriate responses to inquiries from the general public regarding a variety of official business requiring administration and/or oversight of the Commissioner/Deputy Commissioner’s office.

Works cooperatively with the Commissioner/Deputy Commissioner, DLLR Attorney’s General, and program managers to successfully disseminate and communicate pertinent information on behalf of the Commissioner/Deputy Commissioner. This position also reviews/edits critical and standard reports, administrative orders, memoranda and correspondence.

Coordinates and schedules meetings, and prepares agendas and handouts prior to planned meetings or events. Draft reports, including the DLI Annual Report, and review documents as needed.

Processes, organizes and files correspondence, travel, electronic files and legislative/regulatory/legal documents frequently used or may be considered for adoption.

Manages and tracks Administration inventory and procurements. Research purchases and obtain price quotes adhering to State purchasing guidelines. Create and track requisitions in the State purchasing system. Update inventory database to include new equipment purchases and assist with the disposal of old/damaged/decommissioned equipment. Report all inventory to the Department of General Services during annual audits.

Serves as travel coordinator for Administration personnel and maintains employee personal identity information. Reserves out-of-town lodging accommodations, confirm meeting registrations, and when applicable make purchases with the State credit card ensuring accurate and secure changes.    

Reviews DLI check deposits and logs pursuant to Auditor protocols.

Reviews and approves Special Work Permits as an agent of the Commissioner. Fields inquiries and communicates with parents, guardians, and employers to help ensure the welfare of applicants.

Serves as liaison to the Office of General Services. Reviews and submits mileage logs for state-owned vehicles; distributes fleet notices; monitors traffic citations and accidents; makes certain drivers have current gas cards and insurance documentation.

Manages DLI Office of Administration intern(s).

Performs other duties as assigned and directed by the Commissioner/Deputy Commissioner.

MINIMUM QUALIFICATIONS

Education: Possession of a High School Diploma.

Experience: 4 years of administrative or secretarial experience; two years must include working with senior or executive level management.

SELECTIVE QUALIFICATIONS

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

Two years of administrative experience working with senior level executives.

DESIRED OR PREFERRED QUALIFICATIONS

(1) Organized self-starter able to work independently with minimal oversight.

(2) Strong organizational and time-management skills, with experience coordinating multiple calendars, scheduling meetings and travel, maintaining files, answering phones and the ability to manage multiple priorities and projects.

(3) Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.

(4) Problem solving skills.

(5) Excellent interpersonal, oral and written communication skills.

(6) Exercises mature judgement and maintains confidentiality.

(7) Inventory experience.

(8) Procurement experience.

(9) Ability to speak and write fluent Spanish preferred but not required

LIMITATIONS ON SELECTION

Special Appointment Position (At Will)

SPECIAL REQUIREMENTS

All candidates are subject to a background check against files maintained by the Division of Unemployment Insurance (DLLR/DUI) to determine whether any monies are owed to DLLR/DUI as a result of unemployment insurance overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.

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 eligible (employment) list for at least one year.

EXAMINATION PROCESS

Applicants must provide sufficient information on the application to show they meet the qualifications for this recruitment. RESUMES ARE NOT ACCEPTABLE AND NOT CONSIDERED IN THE SELECTION/EXAMINATION PROCESS.

All information concerning the qualification, including any required documentation (diploma, transcripts, certificate, etc) must be submitted and received by the closing date. Information submitted after this date will not be considered.

***Please note all answers to the supplemental questionnaire must correspond to the information provided on your application to receive credit.

BENEFITS

FURTHER INSTRUCTIONS

Online application process is STRONGLY preferred. However, if you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION

Completed applications, required documentation, and any required addendum may be mailed to:

DLLR Office of Human Resources

Attn: 19-005051-0003/Felicia Ransome

1100 N. Eutaw Street, Rm. 100

Baltimore, MD 21201

 

If you have any questions about this recruitment, please contact the Department of Labor, Licensing and Regulation at 410-230-6300.

The MD State Application Form can be found online

TTY Users: call via Maryland Relay

Department of Labor, Licensing and Regulation is an equal opportunity employer. It is the policy of DLLR that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.