Skip to Main Content

Powered by JobAps

ADMINISTRATIVE OFFICER III

Recruitment #21-002247-0001

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.