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ADMINISTRATOR I

Executive Assistant for the Assistant State Superintendent

Recruitment #21-006094-0009

Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland.

GRADE

State of MD Salary Grade 16

LOCATION OF POSITION

200 W. Baltimore St., Baltimore MD

Main Purpose of Job

This is a skilled service position serving as the executive administrative assistant to the Assistant State Superintendent for the Division of Career and College Readiness and Office of Leadership Development and School Improvement responsible for providing high-level administrative and secretarial support in establishing and maintaining Division protocols

POSITION DUTIES

Leads administrative functions:
  •  Coordinates schedules, sets agenda, and organizes meetings, conferences, and travel. 
  •  Manages Division inventory. 
  •  Manages calendar for Assistant Superintendent. 
  •  Manages leave calendar for the Division. 
  •  Maintains signature log for the Assistant Superintendent. 
  •  Prepares workspaces for team members. This includes coordinating telephone set-up, cubicle or office cleaning, and supply ordering. 
  •  Maintains Division bulletin boards. 
  •  Answers and routes phone calls. 
  •  Prepares out-of-state travel request forms, expense reports, and other routine forms. 
  •  Prepares and processes purchase orders, contracts and other procurement requests according to state procurement policies. 
  •  Records and shares meeting minutes. 
  •  Manages printers for the Division.
Manages communication and data systems: 
  •  Manages Division style guide. 
  •  Establishes and monitors process to ensure all communication is prepared according to the Division style guide. 
  •  Leads the design, management, and improvement of Division databases and file management to ensure accuracy and ease of access for all Division staff.  This includes contact, calendar, and filing systems
  • Maintains electronic records.
Directs Division operations and fiscal management:
  • Provides leadership and direction for administrative support staff in the division to ensure alignment with policy and procedures.
  • Interprets and applies Division administrative procedures.
  • Performs basic bookkeeping.
  • Convenes the Division administrative staff to communicate and monitor directives. 
  • Inputs and monitors data in the Financial Management Information System (FMIS) and Notice of Grant Award System.  

MINIMUM QUALIFICATIONS

Education: A Bachelor's degree from an accredited college or university.

Experience: Four years of experience in administrative staff or professional work.

Notes:

1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required education and experience.

SELECTIVE QUALIFICATIONS

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications.
1 year of proficient Microsoft Excel 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. 
  • Bookkeeping experience 
  • Google Documents Experience 
  • Online Productivity Tools Experience  
  • Experience Maintaining Data Systems

SPECIAL REQUIREMENTS

Applicants are subject to a criminal background investigation in accordance with the federal Family Law Article, Section 5.  Employees in this classification are subject to substance abuse testing in accordance with Code of Maryland Regulations 06.01.09, Testing for Illegal Use of Drugs. Person appointed to position in this classification will be assigned duties which require the operation of a motor vehicle including a car, five-passenger van, and a 12-passenger van. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland, and their driving records will be subject to investigation.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are STRONGLY preferred. If you are unable to apply online, please send your paper application and supplemental questionnaire (if applicable) to:
Maryland State Department of Education   
Office of Human Resources C/o Marcia Cooper-Stokes   
200 West Baltimore Street Baltimore, Maryland 21201   
If you utilize fax or regular mail as the option to submit required attachments, you will need to resubmit these documents each time you apply for a new position that requires the attachments. Please DO NOT submit any unsolicited materials and/ or documents. Additionally, you must include the following information on each page of the attachment you submit in order to ensure that we append the attachments to the correct recruitment: First and Last Name, Recruitment Number, and the last 4 digits of your SS# and indicate application Of Administrator I (JobAps#: 21-006094-0009). Fax: 410-333-8950 – This fax number is for Department of Education recruitment actions only.

 If you have difficulty with your user account or have general questions about this online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850. For inquiries or an MSDE Application, contact 410-767-0019 or TTY/TDD 410-333-3045 or visit our website at http://www.marylandpublicschools.org/.

 Appropriate accommodations for individuals with disabilities are available upon request. As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. We thank our Veterans for their service to our country, and encourage them to apply. Bilingual applicants are encouraged to apply