Executive Assistant Management Associate

Overview

Joining the Maryland Department of Human Services means becoming part of a statewide workforce of more than 5,000 people focused on improving the lives of over 1 million Maryland residents each year. The department supports communities through economic assistance, preventive services, and care for children and adults.

The agency is committed to delivering services faster and finding better ways to meet public needs through innovative thinking and a strong service culture.

Position Details

Grade: ASTD13

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

Role Purpose

This role provides senior-level administrative support to the leadership of Talent Engagement and Management (TEAM). It covers a broad range of administrative and coordination duties, including managing calendars, handling phone calls, processing travel and expense paperwork, maintaining office supplies, supporting internship programs, updating online content, revising the Employee Handbook, and managing highly sensitive and confidential information. The position also works with internal and external stakeholders at different levels who need human resources support.

Key Responsibilities

The position is responsible for coordinating schedules and meetings for the Chief Talent Officer and arranging travel for TEAM leadership, including written justifications and required approvals from the Budget Office. It also prepares correspondence, reports, and other documents; gathers and organizes responses from local departments of social services and DHS headquarters; and supports project completion independently.

Additional duties include using the State’s Financial Management Information Systems to procure services and supplies, screening and directing incoming calls, handling inquiries and urgent matters, managing special events and projects, coordinating recruitment activities for executive-level DHS roles, reviewing Secondary Employment and Financial Disclosure submissions for the State Ethics Commission, and distributing incoming mail with attention to items requiring leadership review.

The role also maintains electronic and paper filing systems, keeps subject files and confidential records current, and manages the transfer and follow-up of assignments from the Director and Assistant Directors to TEAM managers.

Minimum Qualifications

Applicants must meet all required qualifications to be considered.

A high school diploma or equivalent is required.

Five years of secretarial or clerical experience involving typing duties is required.

Substitution Options

Additional secretarial or clerical experience may replace education on a year-for-year basis.

Thirty credit hours in secretarial science or office technology from an accredited college may substitute for one year of experience, up to two years total.

Military service experience may also be substituted year-for-year if the candidate served as a non-commissioned officer in Administration or Personnel Specialist classifications, or in Administrative, Clerical, or Office Services specialty codes within the Special Assistant or Secretarial fields.

Selective Qualification

At least two years of the minimum required experience must have been earned as an executive assistant supporting upper-level management or while working in a Human Resources office.

Preferred Experience

Preference is given to candidates with experience in highly confidential settings handling sensitive reports or documents.

Applicants with experience managing calendars or schedules for a supervisory team are preferred.

Experience drafting and explaining information to internal and external audiences is also desirable.

Special Requirements

The ability to type accurately at a minimum speed of 40 words per minute on a personal computer keyboard may be required depending on the specific needs of the position.

Selection and Examination

Candidates must provide complete qualification details by the closing date, as only information submitted by then will be considered. Applicants may be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment list for at least one year. For current State employees applying through promotion, salary will be set according to Maryland State guidelines.

The assessment process will review education, training, and experience as shown in the application and as they relate to the job. A supplemental questionnaire may also be required and may be used in the evaluation.

For education completed outside the United States, an equivalent U.S. credential evaluation from a recognized foreign credential service must be provided before hire.

Benefits

State of Maryland benefits are available with this position.

Application Instructions

Applying online is strongly preferred. If online submission is not possible, applicants may mail a paper application and supplemental questionnaire to the Department of Human Services, Examination Services Unit, 25 S. Charles Street, Suite 1100, Baltimore, Maryland 21201.

Questions may also be directed by email to [email protected] or by phone at 410-767-8844, toll-free at 1-800-332-6347. For help with the online application system, contact the Maryland Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or [email protected].

Applicants should not send unsolicited documents. TTY users may call through Maryland Relay.

Equal Opportunity

The State of Maryland is an equal opportunity employer and seeks a workforce that reflects the diversity of the state. Candidates with disabilities and bilingual applicants are encouraged to apply. Veterans are also encouraged to apply.