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Executive Assistant

Executive Associate I

Recruitment #24-005051-0004

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Introduction


The Maryland Department of General Services (DGS) supports State and local government agencies, as well as local non-profit organizations and the citizens of Maryland, by providing facilities management, real estate and surplus property services, as well as security and law enforcement for State buildings. DGS is also responsible for a full spectrum of facilities engineering, design and construction services, almost $1 billion in annual contract administration, and overseeing the State procurement process. Here at DGS, we truly Do Great Service… Consider joining our team!  

 

GRADE

14

LOCATION OF POSITION

This is a contractual (hourly) position. 
301 W. Preston Street 
Baltimore, MD  21201

Main Purpose of Job

The Maryland Department of General Services (DGS) is looking to hire a talented and experienced administrative professional to serve as an Executive Assistant to the Assistant Secretary within the Business Enterprise Administration. 

POSITION DUTIES

Duties for this position include but are not limited to: 
- Serve as the face of the Business Enterprise Administration – direct and assist guests and visitors; respond to phone calls and written inquiries to the Office; accept and manage correspondence and packages received.  
- Coordinate and provide all executive administrative assistance for the Assistant Secretary, including but not limited to the Assistant Secretary’s schedule, daily appointments and meetings, business and conference travel, document and file management, gathering and assembling necessary materials, and acquiring pertinent information to maintain effective time management. 
- Coordinate recurring meetings with BEA leadership and staff as necessary. 
- Prepare and review correspondence and reports for content/accuracy for the Assistant Secretary’s signature.  
- Assemble and compile materials for briefings, meetings, and daily activities, including daily briefing binders. 
- Draft various documents for review, including letters, memorandums, PowerPoints, emails, etc. 
- Plan, schedule, monitor, and execute various agency activities and events, including meeting space, notifications, audio-visual set-up, etc. 
- Engage in procuring goods and materials for the Business Enterprise Administration.
- Other duties as assigned (i.e., special projects, maintaining expense accounts, managing and ordering office supplies, typing, filing, reception, etc.).

MINIMUM QUALIFICATIONS

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

Experience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.  This required experience must include professional work experience with Microsoft Office and Google Suite. 

Notes:
1. Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience. 
2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

LIMITATIONS ON SELECTION

This recruitment is limited to candidates willing to accept contractual employment.

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

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.   

The examination for this position will consist of a rating of your education, training and experience related to the requirements of the position.  Successful candidates will be placed on the employment eligibility list categorized as BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED.  The eligibility list will be valid for one year and may be extended.  The list will be used by the hiring authority to select employees for interviews.  Eligible lists may be used to fill future vacancies of the same classification.   

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.

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. 

Click on the link below for more information. 

FURTHER INSTRUCTIONS

Contact minal.patel@maryland.gov or call 410-767-1386 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.




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