Baltimore County, MD Hiring for Executive Assistant – Non-Merit Job at Towson, MD Full Time

Regular Schedule: 34 hours per week

A Non-Merit vacancy exists in the Department of Housing and Community Development.

Non-Merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

All interested candidates must apply at this time.

List all promotions and changes in job duties due to reclassification as separate work experiences on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the “Work Experience” section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You can attach your transcript(s) or license(s) to your application.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Under general supervision, provides a wide range of complex office administration and support to the Director, Deputy Director and Special Assistant.

• Uses automated office systems, such as word processing equipment or a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares document for distribution or mail.
• Maintains confidential records and files.
• Receives and processes signature items, correspondence, reports, grants, legal, fiscal and Human Resources documents submitted for the Director’s signature/approval, including confidential information.
• Sets up and maintains office databases and logs.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Maintains the Director and Deputy Director calendars.
• Schedules and prioritizes appointments, arranges and coordinates meetings and conferences.
• Coordinates meeting locations, dates, participants and agendas.
• Coordinates travel arrangements including lodging/hotel accommodations, transportation reservations and registrations.
• Prepares and processes all travel documents/authorizations.
• Ensures the Director and Deputy Director have all documents and logistical information for meetings and conferences.
• Conducts research on legislation, policies, programs and initiatives that are innovative, supportive and/or impact housing, community development and public interest.
• Compose notes from meetings, refine notes for other users and follows up on outstanding tasks and activities related to those meetings.
• Interprets and communicates information from County leadership and department heads.
• Provides a bridge for smooth communication between the Director’s office and other internal divisions.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures.
• Greets and directs visitors and county staff.
• Receives and screens telephone calls thoroughly soliciting the need and purpose, as well as supporting background information as it relates to their inquiry.
• Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.

EXAMPLES OF OTHER DUTIES

• Represent the department at meetings or on committees.
• Perform other related duties as required.

NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this classification. They may not include all of the duties of each position in this classification. Each position in this classification may not be required to perform all of the duties listed.

Required Qualifications
High school diploma or an appropriate equivalent

PLUS

Five years’ experience performing administrative/secretarial experience or closely related work.

Education in public administration, housing and community development policy, or a related field beyond a high school diploma or an appropriate equivalent may be substituted on a year-for-year basis for the required experience.

Proof of Licenses, Certifications and Education
Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org)

You can attach your transcript(s) or license(s) to your application.

EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.

The work of this classification is essentially sedentary. Some positions may involve occasional travel between work sites.

Medical Examination and Employment Background Investigation
Applicants selected for an appointment to a position in Baltimore County must successfully complete a physical examination and drug screen and an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.