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MANAGEMENT ASSOCIATE

Recruitment #21-002650-0019

Introduction

The closing date for this Contractual recruitment has been extended to allow additional candidates to apply. If you have already applied for this recruitment, please do not reapply, your application remains on file and under consideration.

GRADE

ASTD13

LOCATION OF POSITION

Department of Human Services
Baltimore City Department of Social Services
Office of the Director
1910 N. Broadway
Baltimore, Maryland 21213

Main Purpose of Job

The main purpose of this position is to serve as the Management Associate for the Deputy Director while providing administrative support to areas related to the daily operations of Baltimore City Department of Social Services’(BCDSS) programs, procedures, and policies. This position supports BCDSS’ mission to protect vulnerable children, prevent abuse and neglect and promote family stability. The Management Associate is responsible for, BCDSS program & informational manuals, training and supporting BCDSS program clerical staff, and coordinating & managing BCDSS’ meetings.

POSITION DUTIES

ADMINISTRATIVE SUPPORT 
Provide administrative support for the Deputy Director for controls and any other assignments for which the Deputy Director is responsible to include, but not limited to the following tasks: 
• Take notes during meetings, 
• Type minutes for managers to review, 
• Track expense accounts and 
Maintain supplies, Maintain and coordinate the Deputy Director’s meeting and conference schedule by scheduling meeting/appointments with internal and external customers and providing all parties with pertinent information agenda, information and materials required for that meeting. For external meetings and appointments, ensure that the Deputy Director has all pertinent information, talking points; and arrange for any additional staff who has expertise in the topic of that meeting to attend the meeting with him/her. Maintain important confidential records that pertain to adult and child. 

COORDINATE INFORMATION/INTERNAL AND EXTERNAL 
Prepare and disseminate information regarding administrative issues to BCDSS staff and constituents on behalf of the Deputy Director. Coordinate and resolve a variety of employee and constituent matters through written and oral communication with review from the Deputy Director. 

MEETING PLANNING 
Coordinate meetings and conferences to include room reservations, material preparation and travel arrangements as needed to support the Deputy Director and Program Managers. 

BACKUP COVERAGE 
Provide back-up coverage as needed for the Director’s Office and offices under the Deputy Director as needed. Greet and escort incoming visitors for meetings. Request parking for guests as requested. Supervise work experience interns assisting program staff including but not limited to assisting with assigning space, computer, reviewing work product, and assigning projects.

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.

DESIRED OR PREFERRED QUALIFICATIONS

The ideal candidate will possess the following:

  • 2 years of experience working in Microsoft suite.
  • 1 year of experience working with Google Documents and sheets.
  • Experience demonstrating strong written and Oral communication skills.
  • 1-2 years of experience working with databases retrieving information for compiling reports and responding to clients.
  • Experience interpreting guidelines, regulations, and policies.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

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. 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.

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

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to: Joyce Carter at 1910 N. Broadway, Baltimore Maryland 21213; 3rd floor, Rm 351. Paper applications must be received by the closing date and time for the recruitment, no postmarks will be accepted.

For questions regarding this recruitment, please contact Joyce Carter at 443-286-1157.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.