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Executive Administrative Assistant

Administrative Aide

Recruitment #26-002572-0013

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GRADE

ASTD11

LOCATION OF POSITION

MDH Howard County Health Department
8930 Stanford Blvd
Columbia, MD 21045

Main Purpose of Job

The Administrative Aide for the Bureau of Behavioral Health is responsible for all administrative support and office management functions for the bureau and supports the Director of Behavioral Health. This position provides client/guest support and referral services, office operations support, and invoice and contracts support as needed. This position also provides administrative assistance to the Howard County Local Behavioral Health Authority Board. (HCLBHA). Evenings and weekends as needed for special events and emergencies.

Eligible for hybrid telework schedule.

POSITION DUTIES

40% Correspondence/Written Communication
• Types correspondence, memoranda, reports, presentation, and other documents as assigned
• Maintains confidentiality of staff and clients as the position may have access to confidential information
• Creates routine and complex correspondence and memoranda for internal and external communications
• Maintains proficiency in word processing, spreadsheet, publication, and presentation programs (i.e. MS Word, Excel, Access, Publisher, and PowerPoint) utilized by the agency
• Prepares reports by assembling, compiling and summarizing data into a concise format
• Prepares agendas and minutes as requested for meetings, including but not limited to the Howard County Local
  Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the
  Performance Improvement Committee (PIC) meetings and accurately disseminates this information within the
  designated timeframe
• Interprets administrative decisions and policies to staff and transmits instructions with the authority of the
  Bureau Director
• Prepares materials for meetings, including but not limited to the Howard County Local Behavioral Health
  Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance
  Improvement Committee (PIC) meetings. This may include maintaining and updating Board materials such as
  the orientation manual, member’s roster, sub-committee list, attendance list, meeting schedule, and
  correspondence with board members and the County Executive’s office regarding appointments and to the
  Board. Creating presentations, reports, and memos for meetings.
• Creates and sends the Bureau’s newsletter 2-4 times a month through email list to staff, stakeholders,
  providers and board members.
• Suggests updates and enhancements to the Bureau’s website, social media and Promotional materials, and
  coordinates suggestions with Communications after approval from Bureau Director.
• Distributes incoming mail, faxes, photocopies
• Researches materials to be used in reports

20% Telephone/Personal Communication
• Receives visitors, answers calls, and transfers calls to appropriate staff as needed
• Provides information to visitors and callers
• Researches information as needed and responds to visitors and callers in a timely fashion
• Communicates with internal and external colleagues in a polite and professional manner 

20% Scheduling
• Schedules meetings for the Bureau Director
• Schedules conference rooms for the Bureau Director and the Bureau staff
• Schedules events for the Bureau staff
• Maintains a calendar system for Bureau Supervisors and Bureau staff
• Schedules, hosts and organizes meetings

15% Recordkeeping, contract and invoice support
• Establishes and maintains filing system to include programmatic documents as needed
• When needed help to submit and track invoice payments, orders, EECs, and trainings.
• Help to reconcile the submission spreadsheet with submissions in email.
• Help to investigate invoice discrepancies and prepare paperwork for payment
• Type and process EEC, PDQ, DPC and other requested forms needed for Bureau of Behavioral Health staff as
  needed.
• Maintains statistical records including but not limited to satisfaction surveys for staff and stakeholders
• Maintains various Bureau staff lists, including but not limited to organizational charts, staff schedule, office
  locations and phone extensions, staffing hallway signs, and emergency telephone call down tree and phone
  numbers.

5% Other Duties as Assigned 
Possesses a broad understanding of HCHD services and can refer to other programs. Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department. Completes all required trainings. Participates in quality improvement efforts within the program. Accepts responsibility for special projects as assigned. Secondary to coordinate emergency preparedness and response for the Bureau (i.e., check the AED machine daily and floor captain in an evacuation). Participates in EP drills or actual events. Participates in seasonal flu clinics.

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

The desired candidate should possess the following:
  • Experience with Office 365 products and SharePoint.
  • Experience operating a multi-line telephone system.
  • Experience providing administrative support, including drafting correspondence, performing data entry, and preparing agendas and meeting minutes.
  • Experience scheduling meetings, appointments, and maintaining calendars.

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

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview). 

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. 

Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.

Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

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 MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201. Paper application materials must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.

If additional information is required, the preferred method is to upload.  If you are unable to upload, please fax the requested information to 410-333-5689. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251.

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. 

Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or 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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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