Introduction
**This recruitment is limited to the current employees of the Department of Aging**
GRADE
15
LOCATION OF POSITION
301 W. Preston Street
Baltimore, MD 21201
POSITION DUTIES
This position serves as the Executive Assistant to the Maryland Department of Aging’s Chief of Staff and assists with the daily operations of the office. The employee assists with the coordination of federal and state processes and grant reporting and prepares notice of grant awards issued to the local Area Agencies on Aging (AAAs) and partners. Additionally, this staff member assists executive and senior management with special projects and reports.
Responsibilities include but are not limited to:
-Assist the Chief of Staff with the daily
operations of the Department.
-Assist with human resource activities,
including preparation of forms, scheduling of interviews, and preparation of
files for interview panels.
-Ensure proper submission of staff
requests, including all necessary signatures, prior to submission to the
Secretary, Deputy Secretary, or Chief of Staff.
-Monitor assigned department email
addresses, responding in an accurate and timely manner.
-Assist with new employee onboarding,
including maintaining current onboarding documents, coordination of technology
assistance, and preparation of new user account forms.
-Coordinate AAA Directors meetings,
including sending out meeting notices, preparation of the agenda, and
confirmation of attendance.
-Accurate preparation of notice of grant
awards and tracking of grant application approvals.
Timely upload of all necessary documents
into the grants management system.
-Work with senior management to set the timeline
for the area plan process and state and federal reporting. Ensure submission deadlines
are met and review of submissions for completion prior to review by the Department’s
program management team.
-Assist with special projects as requested
by Executive staff.
Research of data and preparation of charts
and graphs for use in presentations.
-Assist with front desk coverage as needed.
-Other duties as assigned.
MINIMUM QUALIFICATIONS
Education: Possession of a Bachelor's degree from an accredited four-year college or university.
Experience: Three years experience in administrative or professional work.
Notes:
1. Candidates may substitute additional experience in administrative staff or professional work on a year-for-year basis for the required education.
2. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 semester credit hours for each year of the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required education and experience.
DESIRED OR PREFERRED QUALIFICATIONS
Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.
1. Experience providing executive assistance to a senior
staff member.
2. Knowledge of Maryland’s aging network and grant
programs is preferred.
3. Experience using Microsoft Office Suite and Google
Suite required.
4. Successful applicants will be detail-oriented,
organized, and self-motivated.
LIMITATIONS ON SELECTION
**This recruitment is limited to the current employees of the Department of Aging**
LICENSES, REGISTRATIONS AND CERTIFICATIONS
Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.
SELECTION PROCESS
All information
concerning your qualifications must be submitted by the closing date. We
will not consider information submitted after this date.
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.
Successful candidates
will be ranked as Best Qualified, Better Qualified, or Qualified and placed on
the employment (eligible) list for at least one year. The resulting certified
eligible list for this recruitment may be used for similar positions in this or
other State agencies.
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.
BENEFITS
FURTHER INSTRUCTIONS
Online
applications are highly recommended. However, if you are unable to apply
online, the paper application and supplemental questionnaire may be
submitted to: Department of Budget and Management Recruitment and
Examination Division, 301 W. Preston Street, Room 608 Baltimore, MD 21201.
Paper application materials must be received in our office by the closing date
for the recruitment. No postmarks will be accepted.
For
questions regarding this recruitment, please contact DBM Recruitment and
Examination Division at Application.Help@maryland.gov
or 410-767-4850, MD TTY Relay Service 1-800-735-2258.
We thank our
Veterans for their service to our country.
People with
disabilities and bilingual candidates are encouraged to apply.
As an equal
opportunity employer, Maryland is committed to recruitment, retaining and
promoting employees who are reflective of the State's diversity.
