Exec Associate to the Asst State Supt of Instr Programs & Serv

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.

This position serves as the Executive Associate I within the Division of Teaching and Learning - Office of  Instructional Programs and Services, and is responsible for providing comprehensive secretarial and administrative support to the Assistant State Superintendent, management level personnel, and office support staff in facilitating day-to-day operations; assuming responsibility for administrative matters deemed necessary by using a high degree of discretion, confidentiality 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:

• Complete a broad variety of administrative tasks that facilitate the Assistant State Superintendent’s ability to effectively lead the office, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Maintains filing systems and databases for the Assistant State Superintendent and Division on general correspondence, financial and program operations, program grants, personnel files and tracking systems for division portable technology hardware.
• Plans conferences, programs, meetings, and workshops for Assistant State Superintendent to ensure quality customer service and provide leadership and technology assistance to customers by preparing and setting up agendas, notices and programs, making facility and other logistical and material arrangements.
• Schedules appointments, and travel arrangements for Assistant State Superintendent to ensure prompt attendance at meetings and workshops, to ensure workflow and coverage, by preparing out-of-state travel requests and updating weekly/monthly calendars in consultation with managers and specialists and other staff using Maryland State Department of Education procedures and protocols.
• Facilitates frequent contact with public and private executives, professional staff and other officials.
• Work with the Division / Office Team to coordinate the Assistant State Superintendent’s outreach activities. Follow up on contacts made by the Assistant State Superintendent to cultivate ongoing relationships.
• Resolves problems and responds to requests for information.
• Receives, screens, and directs telephone calls for the Assistant State Superintendent or any divisional inquiries.
• Composes, types, and signs correspondence, using proofreading and editing skills, demonstrating expert knowledge of basic English, punctuation, grammar, spelling, and specialized terminology.
• Reviews, stamps, organizes, and distributes mail for Assistant State Superintendent and Division management personnel, according to Departmental procedures by using independent judgment for timeliness and importance of materials.
• Conducts, processes, and maintains Division financial management system.
• Prepares, produces, and disseminates documents.
• Researches and compiles information and prepares documents and publications for distribution using various software applications.
• Prepares statistical tables and charts, staffing patterns, and organizational charts.
• Supervises the work of and trains Division technical and clerical staff, ensures that the new employees are properly oriented, provides on-the-job training and trouble-shooting, and assigns, reviews, and provides feedback on work to staff to meet timelines and work quality standards.

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

EXPERIENCE: Minimum of four (4) years of experience providing administrative support to a senior or executive level manager.  One year of the above experience must have included Office Management. Relevant experience in a school district central office, local or state government agency is desirable.

Note:

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Exceptional organizational skills and impeccable attention to detail.
• Evidence of impact of effective office management.
• Extensive knowledge of Microsoft Word, Excel, and PowerPoint; Knowledge of Google Suite applications
• Skill in time management and personal organization; skill in preparing detailed and accurate documentation.
• Ability to manage and coordinate multiple tasks and exercise sound judgment.
• Experiences reacting with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to prioritize and respond to inquiries from internal staff, high level administrators, constituents, stakeholders and the general public; ability to follow detailed instructions and to take initiative to accomplish tasks.

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. The resulting list of qualified candidates will be placed on the eligible (employment) list for one year.

For education obtained outside of the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation will be required prior to hire. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

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.

STATE OF MARYLAND BENEFITS

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 the applicant is unable to apply online, paper applications can be obtained from the link below or 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, submitted to the fax number, or mailed to the address listed.

Inquiries can be made to 410-767-0019, 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.

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