EXECUTIVE ASSOCIATE III

This is a Special Appointment position that serves at the pleasure of the Appointing Authority (“at-will”).

This position is located in the Office of the Secretary for the Maryland Department of General Services (DGS), located at 301 W. Preston Street, Baltimore, MD 21201.

This position provides executive administrative assistance for the Office of the Secretary. In this capacity, the position will coordinate all administrative activities for the Secretary and will be responsible for planning, scheduling, monitoring, and executing a variety of activities, including functioning as a liaison between officials in Federal and State government, as well as executives in private industry. This position is responsible for managing the Secretary’s daily schedule of activities, including all appointments and business trips, and is responsible for assembling the necessary materials required for these meetings. This position receives supervision directly from the Secretary of the Department of General Services.

Duties for this position include but are not limited to:

Ø  30%: Screens and responds to inquiries directed to the Secretary to reduce the volume of routine matters that must receive personal attention. Such occasions are frequent and often occur during the Secretary’s absence or unavailability. Follows up on complaints, issues and concerns from other agencies and stakeholders to obtain and then disseminate information. In routine matters, routes issues and concerns to most appropriate individual for resolution.

Ø  20%: Keeps the Secretary apprised of all on-going activities and calendar events that affect the Office of the Secretary, including Departmental calendar items and activities. Manages the Secretary’s daily schedule of activities, scheduling all appointments and business trips, assembling necessary materials, and acquiring pertinent data in order to maintain effective time management for the Secretary.

Ø  10%: Prepares and reviews all correspondence and reports for content/accuracy for the Secretary’s signature. Such correspondence and reports are often highly sensitive due to the nature of the subject matter. Assembles and compiles materials for meetings and daily activities. Composes and signs routine correspondence.

Ø  10%: Interprets instructions and decisions made by the Secretary and provides updates and information to other executive and senior staff and key personnel.

Ø  10%: Coordinates, assigns, and reviews all Governor’s Correspondence for the Office of the Secretary. Entry on the IQ System (for tracking) and serves as the contact person for the Office of the Secretary to the Governor’s Office.

Ø  5%: Serves as a backup in responding to and obtaining all pertinent information regarding Emergency Releases and Weather Related Closings affecting all State owned or leased facilities that require the Deputy Secretary’s approval.

Ø  5%: Functions as the liaison between officials in Federal and State government, executives in private industry, as well as the professional community and the public sector.

Ø  5%: As necessary, gives direction to secretarial support staff assigned to the various Assistant Secretaries and supervises part-time office support as needed.

Ø  5%: Other duties as assigned (i.e., maintaining expense accounts, ordering office supplies, typing, filing, reception, etc.).

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Five (5) years of experience providing executive administrative assistance to an executive or high-level official is required. Duties must have involved typing/composing business correspondence, office management functions, preparing reports and maintaining records, and dealing with high-level officials or executives.

Strong preference will be given to applicants that possess the following preferred qualifications. Include clear and specific information on your application regarding the qualifications.

1. Bachelor’s degree from an accredited college or university is preferred.

2. Skill in typing on a computer keyboard at a minimum speed of 40 words/minute is strongly preferred.

3. Experience responding to inquiries, making determinations and resolving problems by reviewing, verifying, interpreting and editing information in accordance with applicable procedures, policies, regulations and laws is strongly preferred.

4. Excellent oral and written communication skills.

5. Professional experience using Microsoft Word and Excel is strongly preferred.

It is important that you provide complete and accurate information on your application.  Please include all experience and education that is related to this position.  All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week; you must include the time spent on such activities on your application.

Note that for any position requiring a college degree or college credit, you will be required to submit a college transcript prior to being offered a position.  You may submit your transcript as part of the application process.

Please note, selected candidates may be required to complete and successfully pass a State and Federal fingerprint background check prior to being hired.

You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

STATE OF MARYLAND BENEFITS

Contact ari.ross@maryland.gov or call 410-767-4985 with questions about this recruitment. The on-line application process is STRONGLY preferred.  Apply online at www.dgs.maryland.gov – click on Employment on the left side of the screen. If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Suite 1311, Baltimore, MD 21201 by the closing date and time. TTY Users: call via Maryland Relay

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.