Executive Assistant

Introduction

When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.

We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind.

GRADE

ASTD13

LOCATION OF POSITION

Maryland Department of Human Services

Talent Engagement and Management

25 S. Charles Street

Baltimore MD 21201

Main Purpose of Job

This position functions as executive-level administrative support to the leadership for Talent Engagement and Management (TEAM). The position is responsible for performing administrative tasks, including : responding to Directors' requests, managing calendars and scheduling, managing phones, processing expense reports and travel requests and maintaining office supply inventory. The position is also responsible for assisting with agency Internship programs, updating the agency's online information, revising and updating the Employee Handbook, answering non-routine correspondence and managing highly confidential and sensitive information. This position also interacts with a diverse group of internal and external partners at all levels seeking assistance with human resources needs.

POSITION DUTIES

• Manages, coordinates and schedules meetings for the Chief Talent Officer.
• Coordinates travel arrangements for TEAM Leadership which includes preparing written justification and completing the necessary paperwork for approval to travel from the Budget Office.
• Composes correspondence, reports, and other documents as necessary.
• Tracks and collates responses from local departments of social services and DHS Headquarters Administrations in order to independently complete assigned projects.
• Procures all services and commodities through the State's Financial Management Information Systems (FMIS).
• Strong communication skills (phone, e-mail and in-person), receives and screens incoming calls for appropriate handling.
• Independently handles calls on a variety of subjects, e.g., requests for information and / or documentation, complaints, emergencies, and building closures.
• Independently manages special events and projects as assigned.
• Coordinates recruitment needs for DHS executive-level positions.
• Reviews and processes Secondary Employment and Financial Disclosure requests for submission to the State's Ethics Commission.
• Reviews and distributes incoming mail, noting correspondence that requires special attention of the TEAM Leadership, and forwarding as appropriate.
• Provides support services to TEAM Managers as needed or requested.
• Develops and maintains electronic filing system that enables tracking and locating of documents received with regard to local departments, DHS administrations, special projects, and general subject files.
• Prepares and maintains up-to-date files on subject matter, ongoing projects, and confidential records.
• Responsible for the coordination, transmittal and follow-up of assignments from the Director and Assistant Directors to TEAM managers.

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective; see next section) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

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.

SELECTIVE QUALIFICATIONS

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications.

Two years of the required minimum qualification experience must have been as an executive or upper management level executive assistant or one year providing administrative support in a Human Resources Office.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

One year experience working in a highly confidential environment

One year experience handling confidential reports and documents for executive level staff or in a Human Resource (HR) Office

One year experience writing and explaining information to internal and external customers

Advance level experience using Google Workspace

Experience using State's Financial Management Information Systems (FMIS)

Excellent organizational and communication skills to manage office workflow

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

SPECIAL REQUIREMENTS

Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

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 and placed on the eligible (employment) list for at least one year.

If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

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

As an employee of the State of Maryland, you will have access to outstanding benefits, including : health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS :

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to, Department of Human Services, Examination Services Unit, 25 S. Charles Street, 11th Floor, Baltimore, Maryland 21201.

Or email scott.waddel@maryland.gov : Voice 410-767-7255, toll-free : 1-800-332-6347.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or Application.Help@maryland.gov.

Do not submit unsolicited documentation.

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 applicants are encouraged to apply.

We thank our Veterans for their service to our country and encourage them to apply.