GRADE
17
LOCATION OF POSITION
350 Rowe Boulevard, Annapolis, MD 21204
Main Purpose of Job
The Maryland State Archives is seeking qualified candidates for Executive Associate II to work in Annapolis, Maryland. As the historical agency for Maryland, the State Archives is the central depository for government records of permanent value. The State Archives identifies, appraises, acquires, describes, preserves, and makes physically and electronically available (in a secure and dynamic environment) the permanent records of Maryland's past, while providing reliable current information to citizens and public officials for the better administration of Maryland government and understanding of Maryland history. The Archives describes Maryland state, county, and municipal government agencies, and their origin, functions, structure, personnel, historical evolution, reports, and other aspects of Maryland and its history; and encourages the study of Maryland government and history. The agency also serves as the custodian of the state's fine art collection.
POSITION DUTIES
Job Duties: The Executive Associate III will work closely with the State Archivist and Commissioner Land Patents and Assistant State Archivists in the following areas:
General Support
-Provide general administrative support as needed for State Archivists, Assistant State Archivists, and Executive Leadership
-Updates and maintains the agency COOP (Continuity of Operations Plan) and Disaster Response, including planning necessary training and drills
-Updates and maintains the staff contact list and phone trees for internal use, in the agency web portal, and int he State Telephone Directory. Assigns and maintains mail center inboxes
Project Management Tracking
-Reviews, assigns, distributes and tracks incoming/outgoing reference inquiries from the public and governmental agencies that are assigned to staff from the State Archivist or Assistant State Archivists
-Responsible for compiling the agency Annual Report from department managers, preparing for review by the executive team, sending the completed approved document for publication, and distributing it as required by regulation.
Special Programs
-Coordinate agency-wide meetings and gatherings
-Act as the agency Travel Coordinator
-Manage the agency parking assignments
-Coordinate the agency's participation in the State Recycling Program
-Act as the Maryland Charity Campaign Coordinator
Legislative Support
-Position is principal agency contact during the legislative session and facilitates tracking bills of interest to the agency and making sure the State Archivist and Assistant State Archivists are responsive to inquiries from the General Assembly, including but not limited to fiscal notes, testimony requests, letters of support, and meeting inquiries.
Hall of Records Commission Support
-Provides managerial-level administrative support to the Hall of Records Commission by planing, organizing, and coordinating semi-annual meetings. This requires contact with Hall of Records Commission members (including the offices of the Chief Justice of the Maryland Supreme Court, State Comptroller, President of the Senate, Speaker of the House, state Treasurer, and the Presidents of Maryland's leading colleges and universities). These contacts, as well as others with senior-level State officials and prominent private citizens, require a large measure of tact, discretion, and negotiating ability. The meeting must also be published in advance in the Maryland Register.
-Prepare minutes of the meeting from recorded proceedings for the Hall of Records Commission meetings, which is then distributed as official minutes for the meeting
-Prepares an electronic agenda, incorporating department reports, electronic staff presentations, statistics, images and items of special interest
-Creates a full chronology of Maryland State Archives' staff activities and events compiled from the agency calendar and in coordination with department managers
This position may be responsible for other duties as assigned.
MINIMUM QUALIFICATIONS
Education: High School Diploma from an accredited high school or a possession of a High School Equivalency Certificate.
Experience: 6 years of administrative support experience
Note: Applicants may substitute a Bachelor's Degree from an accredited college or university for up to four years of the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
-2 years experience in office management and administrative support experience for a major agency division or executive management
-Project management experience, including meeting planning, agency-wide initiatives and reporting
-Knowledge of legislative processes and procedures of the Maryland General Assembly, collecting, tracking, and responding to legislative submissions
-Proficiency in Google Suites
SELECTION PROCESS
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.
EXAMINATION PROCESS
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.
BENEFITS
FURTHER INSTRUCTIONS
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.
