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Executive Associate I

Student Support, Academic Enrichment, & Educational Policy

Recruitment #22-005051-0009

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Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland.

GRADE

State Salary Grade 14

LOCATION OF POSITION

Nancy S. Grasmick Education Building
200 W. Baltimore Street
Baltimore, MD 21201

POSITION DUTIES

This position serves as the Executive Associate I within the Division of Student Support, Academic Enrichment, and Educational Policy, and is responsible for providing secretarial and administrative support to the Assistant State Superintendent, management level personnel, and office support staff in facilitating day-to-day operations, in assuming responsibility for administrative matters deemed necessary by using a high degree of discretion and proper and appropriate judgment, in organizing daily activities and keeping accurate and follow-up records. Lead responsibility for calendar coordination, scheduling appointments, travel arrangements, and responsibility for coordination of all activities emanating from the Office of the State Superintendent, Deputy State Superintendents, and Executive Branch. Lead responsibility for Governor's and Superintendent's correspondence.  Lead responsibility for technology authorization. Shared responsibility for inventory control, and human resources procedures. Uses knowledge, skills and experience in word processing, English usage, editing, and proofreading; in accessing information from the Maryland State Department of Education's policy and procedures manual; in office organization and management, and interpersonal skills.

Duties include: 
  • Maintains filing systems and databases on general correspondence
  • Maintains financial and program operations, program grants, and personnel files
  • Maintains tracking systems for division portable technology
  • Plans conferences, programs, meetings, and workshops
  • Schedules appointments and travel arrangements for Assistant State Superintendent
  • Facilitates frequent contact with public and private executives, professional staff and other officials
  • Gathers materials from varied sources to prepare technical, complex reports and records for Assistant State Superintendent
  • Independently receives, screens, and directs telephone calls
  • Independently composes, types, and signs correspondence
  • Opens, reviews, stamps, organizes, and distributes mail
  • Independently records minutes, transcribes minutes, and disseminates and handles appropriate follow-up
  • Develops an organized system to store information
  • Prepares expense reports, timesheets, and budget documents
  • Researches and compiles information and prepares documents and publications for distribution
  • Formats and generates charts, texts, and graphs for reports to federal and state agencies and organizations 
  • Prepares statistical tables and charts, staffing patterns and organizational charts
  • Supervises the work of Division technical and clerical staff
  • Ensures that new employees are properly oriented
  • Provides on-the-job training
  • Assigns, reviews, and provides feedback on work to staff to meet timelines and work quality standards

MINIMUM QUALIFICATIONS

Experience: Seven years of experience in administrative or professional work.

Notes: 
1. Candidates may substitute possession of an Associates degree for 2 years of the required experience.
2. Candidates may substitute U.S. Armed Forces military service experience a non-commissioned officer involving staff work requiring regular use of independent judgement 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 education and experience.

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.

  • Multi-line Phone Experience
  • Customer Service Experience
  • Experience drafting correspondence for constituent inquiries
  • FMIS Experience
  • Grant Experience
  • Experience with Google Documents/Sheets

SPECIAL REQUIREMENTS

Applicants are subject to a criminal background investigation in accordance with the federal Family Law Article, Section 5.5. 

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.

BENEFITS

FURTHER INSTRUCTIONS

It is preferred that applicants complete the MD State Government online application for employment. The application must clearly demonstrate that the applicant meets the minimum qualifications for the position. If you are unable to apply online, paper applications can be obtained from the link below and mailed to MSDE Office of Human Resources, 200 W. Baltimore Street, Baltimore, MD 21201. If there is a supplemental questionnaire, this must be completed and sent in with your paper application, if you are unable to apply online.

All application materials must be received in our office by the closing date. Postmarks will not be accepted. Applications must be complete to be considered including all related job duties, even if those are also listed on an attached resume. Additional required materials may be uploaded with the online application or mailed to the address listed.

Inquiries can be made to 410-767-0012, TDD 410-333-3045. Appropriate accommodations can be made for individuals with disabilities.

If you have difficulty with your user account or have general questions about this online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850. TTY Users: Call via Maryland Relay.

Proof of eligibility to work is required in compliance with the Immigration Reform and Control Act. Any misrepresentation of academic or experience requirements for this position may result in non-selection or termination of employment.

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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