MANAGEMENT ASSOCIATE

Baltimore City

6776 Reisterstown Rd., Baltimore, MD 21215

This position functions as the Management Associate to the Commissioner. The incumbent is responsible for the coordination and management of administrative/clerical tasks associated with the daily operation of the Commissioner’s office.

§  Acts as an intermediary for the Commissioner, maintaining frequent contacts with DPSCS staff members, personnel, other state agencies, other state officials, inmates' relatives, the public and attorneys.

§  Transmit administrative decisions, procedures and instructions with the authority of the Commissioner. Maintains a system to ensure due dates are being met. Responsible for calendar management requiring interaction with both internal and external executives and assistants to coordinate a variety of meetings. This requires tact with other agency heads, outside agencies, etc., and judgment in determining priorities.

§  Reviews and determines proper action to be taken for incoming and outgoing correspondence.  Designates and distributes to appropriate departments with instructions and due dates, if applicable, for information to be sent back to this office to assist the Commissioner in making a response.  Reviews final responses for the Commissioner and submits for signature.  

§  Plans, organizes and executes complicated, continuing assignments accurately without instruction or review.

§  Interviews visitors and telephone callers to assess the reason for their contact with the Commissioner. Provides information, responds to questions or refers to appropriate department depending on the nature of the issue discussed. Documents all external contacts regarding inmates with respect to their incarceration. 

§  Composes correspondence for the signature of the Commissioner, ensuring that proper business English and grammar are used.

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.

Knowledge and experience of the Division of Correction duties.

Experience providing support for committees or workgroup meetings.

Experience working with senior level leadership and the ability to manage multiple projects at a time.