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ASSISTANT TO THE SECRETARY, DEPARTMENT OF BUDGET AND MANAGEMENT

EXECUTIVE ASSOCIATE III

Recruitment #26-005053-0001

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GRADE

17

LOCATION OF POSITION

Department of Budget and Managment
45 Calvert Street 
Annapolis, MD 21401

POSITION DUTIES

The Assistant to the Secretary will support the Secretary by ensuring efficient and effective operations of the Office of the Secretary. The ideal candidate will consistently exercise sound judgment, demonstrate outstanding communication and organizational skills, and maintain appropriate confidentiality. In exercising sound judgment, the ideal candidate will discern between issues that must be brought to the attention of the Secretary and those issues that can be resolved independently. The ideal candidate also will demonstrate sound judgment in managing the Secretary’s schedule. The ideal candidate should be able to readily identify the priorities of the Secretary and continuously seek to improve the workflow of the Secretary. In demonstrating outstanding communication and organizational skills, the ideal candidate will represent the Office of the Secretary with the utmost professionalism when interacting with executive and legislative leaders, agency directors, the press and the public. The ideal candidate will have the ability to interpret administrative decisions and policies and convey them in an understandable manner to executive staff. Additionally, the ideal candidate should be able to coordinate multiple projects simultaneously, often within tight deadlines. In maintaining appropriate confidentiality, the ideal candidate will ensure that certain communications, both oral and written, are limited as directed by the Secretary. Attention to detail is critical. In fulfilling these responsibilities, the ideal candidate will ensure that the Office of the Secretary functions efficiently and effectively.

The essential responsibilities of this position include: 

⮚ Act independently to resolve issues that do not require the Secretary’s personal attention. 
⮚ Manage the Secretary’s schedule to closely align with the Secretary’s priorities. 
⮚ Interact with members of the executive and legislative branches, agency leaders, and public. 
⮚ Communicate the Secretary’s decisions, policies and expectations to executive staff. 
⮚ Prepare and oversee complex and highly confidential correspondence. 
⮚ Guide DBM support staff on office policies and procedures. 
⮚ Manage constituent and state employee inquiries and coordinate responses from Department staff. 
⮚ Manage the scheduling of the Secretary’s conference room by other state agencies. 
⮚ Communicate, as needed, with building maintenance on issues of concern.

This is a Special Appointment position, and serves at the pleasure of the Appointing Authority.

MINIMUM QUALIFICATIONS

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

Experience: Five years of experience providing administrative support to an executive level manager.

DESIRED OR PREFERRED QUALIFICATIONS

⮚ Proficient knowledge of Adobe Acrobat, Google Docs, Google Sheets, Google Calendar and Gmail.
⮚ Demonstrated ability to exercise sound judgment, work independently and maintain confidentiality. 
⮚ Excellent communication and organizational skills. 

⮚ Skill in managing multiple projects simultaneously under tight deadlines. 
⮚ Knowledge of State government operations and Department functions. 
⮚ Demonstrated ability to work with members of the executive branch, legislative branch, internal and external agency staff, and public. 
⮚ Aptitude for maintaining a professional demeanor in difficult situations.
⮚ Attention to detail.

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

EXAMINATION PROCESS

The evaluation 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/resumes are highly recommended. However, if you are unable to apply online, the paper application, resume, cover letter 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.  Please upload cover letter using the Certification tab.  Please complete application and upload resume using resume tab.

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.



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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