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Executive Assistant

EXECUTIVE ASSOCIATE II

Recruitment #25-005052-0005

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Introduction



 
When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.
 
We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind. 

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

 

GRADE

15

LOCATION OF POSITION

Maryland Department of Human Services 
Office of the Secretary
25 S. Charles Street 
Baltimore, MD 21201 

Main Purpose of Job

The position is an Executive Assistant within the Office of Secretary for the Maryland Department of Human Services. Provides administrative support and assistance with departmental activities as assigned by the DHS Executive Leadership Staff, ensuring compliance with established policies and procedures. Assists with assigning and responsible for tracking all inquiries received by the agency to appropriate DHS administrations or programs to handle on behalf of the DHS Executive Leadership. Serves as a liaison for the Office of the Secretary, facilitating communication and the exchange of departmental information between the Governor's Office, agency heads, DHS Executive Staff, directors, public officials, the private sector, and the general public. Prepares, reviews, and edits for accuracy and appropriateness all correspondence for the signature of the Secretary. Assist with planning, coordinating and scheduling all meetings and alerting the Executive Leadership staff of priorities and issues that require immediate attention. Provide technical support to Executive Leadership staff in the timely completion of assignments.

POSITION DUTIES

  • Maintains calendar and meeting agendas
  • Schedules meetings times and locations.
  • Prepares materials used in executive presentations.
  • Screens incoming calls and visitors.
  • Arranges appointments as appropriate.
  • Prepares correspondence, reports, etc.
  • Organizes and maintains data and or paperwork for the Office of the Secretary.
  • Researches policy, regulations and procedures as well as materials to be used to respond to public information, editorials, etc.
  • Acts as liaison between internal and external customers.
  • Initiates and recommends changes in procedures as required.
  • Provides technical assistance to others.
  • Manages complex projects as assigned. 

MINIMUM QUALIFICATIONS

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

Experience: Six years of experience performing administrative or secretarial duties

DESIRED OR PREFERRED QUALIFICATIONS

The ideal candidate will possess:

  • Experience with the organization of a supervisor, manager, or director's schedule/calendar.
  • Experience with administrative office operations (Printing, office supplies, back-office logistics).
  • Excellent organizational, writing and editing skills and the ability to interact with senior DHS leadership staff.
  • Proficient in Microsoft office suite of applications, particularly Excel and Word.
  • Experience using Google Suite applications: Google Meetings, Calendars, Email, Drive, Sheets, Docs, Slides and Forms.

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 ranked as Best Qualified, Better Qualified, or 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. 

BENEFITS

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS: STATE OF MARYLAND BENEFITS.

  • Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date).
  • Annual Leave - ten (10) days of accumulated annual leave per year.
  • Sick Leave - fifteen (15) days of accumulated sick leave per year.  
  • Parental Leave - up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
  • Holidays - State employees also celebrate at least twelve (12) holidays per year.  
  • Pension - State employees earn credit towards a retirement pension.
  • Positions may be eligible for telework.

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to, Department of Human Services, Examination Services Unit, Attn: Heather Braddy, 25 S. Charles Street, Baltimore, Maryland 21201.

All mailed documents must include the applicant's name and the job number and must be received by 5 p.m. on the closing date. Resumes will NOT be accepted in lieu of completing the application. 

If additional information is required, the preferred method is to upload. If unable to upload, please email requested information only to heather.braddy2@maryland.gov. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time. 

If you have any questions concerning this recruitment process for this position, please contact 410-767-7855. 

TTY Users: call via Maryland Relay.
 
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. 

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. We thank our Veterans for their service to our country.



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