Executive Assistant

• Manages, coordinates and schedules meetings for the Chief Talent Officer.

• Coordinates travel arrangements for TEAM Leadership which includes preparing written justification and completing the necessary paperwork for approval to travel from the Budget Office. 

• Composes correspondence, reports, and other documents as necessary. 

• Tracks and collates responses from local departments of social services and DHS Headquarters Administrations in order to independently complete assigned projects. 

• Procures all services and commodities through the State’s Financial Management Information Systems (FMIS). 

• Strong communication skills (phone, e-mail and in-person), receives and screens incoming calls for appropriate handling. 

• Independently handles calls on a variety of subjects, e.g., requests for information and/or documentation, complaints, emergencies, and building closures. 

• Independently manages special events and projects as assigned. 

• Coordinates recruitment needs for DHS executive-level positions. 

• Reviews and processes Secondary Employment and Financial Disclosure requests for submission to the State’s Ethics Commission. 

• Reviews and distributes incoming mail, noting correspondence that requires special attention of the TEAM Leadership, and forwarding as appropriate. 

• Provides support services to TEAM Managers as needed or requested. 

• Develops and maintains electronic filing system that enables tracking and locating of documents received with regard to local departments, DHS administrations, special projects, and general subject files. 

• Prepares and maintains up-to-date files on subject matter, ongoing projects, and confidential records. 

• Responsible for the coordination, transmittal and follow-up of assignments from the Director and Assistant Directors to TEAM managers.

Applicants must meet all minimum (and selective; see next section) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

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.

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

One year experience working in a highly confidential environment

One year experience handling confidential reports and documents for executive level staff or in a Human Resource (HR) Office

One year experience writing and explaining information to internal and external customers

Advance level experience using Google Workspace

Experience using State’s Financial Management Information Systems (FMIS)

Excellent organizational and communication skills to manage office workflow

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

If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

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.