Executive Assistant; Management Associate

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.

ASTD
13

Maryland Department of Human Services, Talent Engagement and Management, 25 S. Charles Street, Baltimore, MD 21201.

This position functions as executive-level administrative support to the leadership for Talent Engagement and Management (TEAM). The position is responsible for performing administrative tasks, including responding to Directors’ requests, managing calendars and scheduling, managing phones, processing expense reports and travel requests, and maintaining office supply inventory. The position is also responsible for assisting with agency Internship programs, updating the agency’s online information, revising and updating the Employee Handbook, answering non-routine correspondence, and managing highly confidential and sensitive information.

This position also interacts with a diverse group of internal and external partners at all levels seeking assistance with human resources needs.

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.

• 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…