Housing Services Administrative Officer

The Maryland Department of Aging is preparing Maryland's infrastructure for longer lives and a growing 60+ community​ by developing innovative approaches to aging, advancing multisector collaborations, and providing equitable access to resources.

Maintain Director and managers calendars, work with the operations team to coordinate travel requests including airfare, hotel, rental car, and registration.

Prepare and submit requests for mileage and travel reimbursement on behalf of the Director.

Prepare correspondence for the Director’s signature, ensuring adherence to the established format and style.

Respond to emails and voicemails regarding general division operations, including timely response to requests for attendance and presentations.  Fill in as the front desk receptionist as needed. 

Coordinate various workgroup meetings, including sending out meeting notices, confirming attendance, requesting topics for discussion, preparation of agendas, attending meetings to take notes, and preparing follow-up information.

Assist with the management of daily division operations, including requests for technology, supplies, and travel.

Research, gather, and/or ensure the timely preparation and submission of background materials needed for the Director’s review prior to meetings and workgroups.

Research and prepare data charts and graphs for use in presentations, coordinating with the Communications Director as needed. Develop documents and spreadsheets to track workgroup activities.

Assist in preparation of legislative testimony related to housing services for older adults.

Intake and process continuing care applications, annual renewal documents, and other submissions from providers for accuracy and completeness with continuing care laws.

Update application and renewal forms as directed by the Program Manager.

Track fees associated with renewals, applications, feasibility studies, and other submissions. Ensure payments are recorded in the appropriate program records, before delivering the payments to the fiscal division for recordation and deposit.

Ensure timely updates to the state website, particularly the list of continuing care retirement communities.

Process public information requests within the statutorily required timeframe, coordinating the response to each request with the Public Information Officer and Department’s legal division.

Aid constituents requesting information on continuing care retirement communities and continuing care at home programs.

Monitor the ccrchousingservices.mdoa@maryland.gov email address, ensuring accurate and timely responses.

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.

1. Experience using Google Suite and Microsoft applications, i.e., email, sheets, drive and calendar, as well as  Microsoft Word, Excel and PowerPoint. 
2. Experience using and updating social media sites. 
3. Experience using Adobesign.

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.

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.

STATE OF MARYLAND BENEFITS

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 St., 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 the 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.