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OFFICE MANAGER

ADMINISTRATIVE AIDE

Recruitment #25-002572-0021

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GRADE

ASTD11

LOCATION OF POSITION

16 Francis Street
Annaplis, Maryland 21401

POSITION DUTIES

The Admin Aide provides a comprehensive range of office manager and support services to the Office of the Secretary and the Department’s Executive and Communications, Outreach and Advocacy teams. This range of support services includes but is not limited to answering and returning phone calls from the public; responding to email communications; managing office calendars and parking; maintaining adequate office supplies; coordinating constituent visits to the Office of the Secretary as needed; conducting research into policy and other issues as needed; and assisting with ad hoc administrative projects as they arise.

Manage communications to Office of the Secretary

Answer and return phone calls from constituents and other stakeholders.

Monitor voicemail in the general voice mailbox and respond to callers or forward issues as appropriate.

Respond to email communications addressed to the Secretary’s non-personal State email account and others as assigned.

Manage constituent inquiries by providing relevant, accurate information; researching questions; and connecting constituents to Department programs and other non-Department services as appropriate.

Answer calls to the Office of the Secretary intended for the Maryland Veterans Trust Fund (VTF), handing off callers to the VTF as appropriate.

Manage incoming mail, packages and deliveries and redirect to the appropriate MDVA staffer.

Serve as Office Manager to the Department’s head office in Annapolis.

Manage office calendars and ad hoc parking requests.

Maintain and order office supplies. 

Obtain multiple quotations for purchases as required by procurement policies.

Coordinate constituent visits to the Office of the Secretary as needed.

Maintain schedule for conference room.

Maintain up-to-date contact lists for Department personnel.

Correspond with the Office of the Governor to request proclamations and citations and follow up on existing requests.

Maintain Google Sheet log for those events where multiple Proclamations/Citations are needed, such as Memorial Day/Veterans Day. Mail Proclamations to community contact making the request.

MINIMUM QUALIFICATIONS

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

Experience: Four 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 classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required 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:

Three years experience as an office manager or personal assistant to an executive.

Three years experience answering phone calls to provide customer service to members of the public, constituents, external customers, etc.

Strong skills in the Google Suite Applications.

Outstanding written and oral communications skills.

Experience maintaining schedules.

Outstanding skills in organization.

High level of attention to detail.

Experience managing calendars and parking.

Experience ordering office supplies.

SPECIAL REQUIREMENTS

Demonstrated ability to accurately type on a keyboard on 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, 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.




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