Special Assistant to the Secretary

    

Position is Open Until Filled

Salary Range: Grade 24 - $110,000 - $130,000 (depending on experience and qualifications)

Office location: Baltimore City, Maryland (full time / on-site)

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. 

The Maryland Department of General Services (DGS) is looking to hire a talented and experienced professional to serve as the Special Assistant to the Secretary within the Office of the Secretary.  The Special Assistant is responsible for implementing the agency’s strategic priorities to advise the Secretary on issues and matters having policy and programmatic impacts within the agency. The Special Assistant exercises sound judgment in making major decisions regarding project priorities, and the order in which to accomplish them; and assuring that the agency’s needs are met, and objectives and overall goals are achieved.

• Develops targeted strategies and works with stakeholders to meet goals and objectives. Develops analytical and special reports for the Secretary to be forwarded to other internal and external entities. Initiates recommendations for improved procedures for greater efficiency and effectiveness within the organization.

• Advises the Secretary of existing problems and recommends solutions or alternatives. Recommends new policies needed for greater effectiveness across the organization in carrying out DGS’ overall mission.

• Conducts research and fact-finding investigations, and analyzes, interprets and documents projects. Establishes priorities and follows through on major projects to ensure that deadlines are met before matters are referred to the Secretary. Identifies problems and specific issues in a particular area and recommends solutions or alternatives.

• Plans, develops, manages, and implements special projects and assignments. Studies, coordinates, and recommends resolution of major short- and long-term management and operational problems within the organization.

• Coordinates management projects, ensuring that projects are carried out in a timely manner, and in accordance with established policies and procedures. Develops and facilitates improvement projects with objectives and tasks, establishes completion timelines, and monitors implementation. 

• Conducts research on best practices, policy issues, and resources to guide and inform on the development of major projects. Identifies and develops priorities and best practices to meet any gaps in such efforts, to foster continued activities and improvements.

• Tracks, reports, and executes assigned project schedules and quality goals. Prepares reports and briefings to assist the Secretary and directs the preparation of reports for meetings outside the organization by ensuring that updates, position papers, policy positions, and the appropriate information has been gathered and reviewed for the Secretary’s use.

• Handles various administrative and operational problems that are presented to the Secretary on a day-to-day basis, some of a sensitive and confidential nature. Assesses the day-to-day management and administrative problems and issues that surface, and based upon the assessments made, identifies actual or potential problem areas. Develops, recommends and implements policies for corrective actions necessary to remedy deficiencies.

• Initiates tactful inquiries on behalf of the Secretary regarding the disposition, conduct or resolution of sensitive issues and personal matters regarding confidentiality and an awareness of the short- and long-range objectives.

• Independently collects, interprets, and analyzes data from management studies which are specific and unique to directives, and for which no precedent studies/analyses have been conducted. 

• Responds to a variety of inquiries received from other State agencies, the general public, elected officials, and various external entities. This requires researching the applicable issues and providing a timely update and next steps to resolve issues. Responsible for following up to ensure issues are resolved in a timely manner.

• Conducts a variety of analyses with regard to assigned research projects. Responsible for researching the issues and correlating and analyzing facts to draw conclusions and to provide meaningful recommendations to the Secretary.

• Attends meetings with executive officials as an aide to provide supporting information on the subject matter. Attends executive staff and operational meetings to keep abreast of plans, projects, decisions, problems, etc., pertaining to the various functions of the agency.

• Draft, edit, review, and finalize Department correspondence on behalf of the Secretary, ensuring accuracy, clarity, and appropriate tone. Proofread documents for technical accuracy and political sensitivity before presenting them to the Secretary for signature.

• Master’s degree in Business Administration/Management, Public Administration, Political Science, or related field. Juris Doctorate (JD) degree is strongly preferred.

• Previous experience directly supporting or assisting a high level official or executive with special projects is strongly preferred, to include experience developing complex reports and conducting data analyses.

• Ability to multitask and work on multiple projects with competing deadlines.

• Ability to work independently in a fast-paced environment.

• Strong analytical and organizational skills.

• Excellent oral and written communication skills

• Exceptional interpersonal and customer service skills.

• Skilled in problem solving, negotiation strategies and project management to conduct in-depth research and analysis. 

• Comprehensive knowledge of qualitative and/or quantitative methods for the assessment and improvement of management processes and systems. Comprehensive knowledge of customer services theory and practices, business processes redesign practices, management, and project management evaluation.

• Experience in developing and adapting materials for specific and diverse audiences. Ability to write extensive memoranda, position papers, and reports in a clear, concise, and timely fashion. Skill in establishing and maintaining effective working relationships with organizational staff, individuals, and interest groups.

• Tuition reimbursement for those who qualify

• Free mass transit in Baltimore & Annapolis

• Generous paid leave that increases with years of service

• Paid holidays

• Health coverage with low out-of-pocket costs

• Employee & employer contributory pension plan  

Click on the link below for more information.

Interested applicants should e-mail a resume and cover letter to dgs.resumes@maryland.gov – include “Special Assistant to the Secretary” in the subject line of the e-mail.

For questions, call our HR Office at 410-767-4985.

For more information about DGS, please visit: https://dgs.maryland.gov/.