Executive Assistant

2 weeks ago

Baltimore, United States City of Baltimore, MD Full time

THIS IS A NON-CIVIL SERVICE POSITION

CITY OF BALTIMORE, DEPARTMENT OF GENERAL SERVICES

EXECUTIVE ASSISTANT

OPENING DATE: 4/2/2024

CLOSING DATE: 5/30/2024 AT 12:00 MIDNIGHT

The Baltimore City Department General Services is seeking an Executive Assistant for the Office of the Deputy Director.

Agency Overview

The Department of General Services is the backbone of Baltimore City Government, supporting city vehicles, properties of energy utilization. The agency consists of more than 350 employees and has an annual operating budget of $111 million in addition to a $20 million (FY23) capital budget.

Our vision is to be leader in delivering expertise, efficiency, and service excellence.

Our mission is to deliver results for our City partners through services and solutions that are timely, cost-effective, and sustainable.

Our core functions are carried out through five divisions: Fleet Management, Facilities Maintenance, Capital Projects, Energy, and Administration.

Essential Job Functions

The Executive Assistant performs confidential and special projects, researches and prepares reports and drafts correspondences for the Deputy Director's signature. Directs and monitors the execution of decisions and policies of the Deputy Director and interprets decisions and policies for subordinate agency staff. Investigates and resolves confidential and/or sensitive administrative problems, complaints and situations at the request of the Deputy Director. Ensures adherence to laws, regulations, program policies and guidelines utilized by or impacting the Agency. Attends confidential administrative and operational meetings; organizes, coordinates and monitors the implementation of resultant actions, resolutions and administrative decisions.

Accompanies the Deputy Director to public and governmental meetings and acts on meeting decisions with sound resolutions. Records accurate minutes, captures key discussion points, action items, and decisions made. Represents the Deputy Director at public and governmental meetings; reports on meetings to the Deputy Director. Organizes meetings by preparing agendas, collects relevant materials, and coordinates logistics such as room reservations, audiovisual equipment, and catering. Liaison with internal and external stakeholders by communicating effectively with Agency employees, clients, and vendors by providing assistance and information as needed.

Assists high-level Agency managers in the implementation and coordination of the administrative aspects of planning projects and/or programs. Conducts research to gather information, compiles reports, and prepares presentations on various topics as requested by the Deputy Director. Determines what issues should be escalated to the Deputy Director's attention; provides information or answers to questions not requiring superior's attention. Tracks deliverables for projects and relays important intel to the Deputy Director (and Assistant Deputy Directors). Assists with various administrative tasks such as filing documents, processing expenses, and handling invoices.

Exercises sound independent judgment in screening mail, telephone calls and visitors to include maintaining and updating the Deputy Director's calendar, schedule appointments, and arranging meetings on behalf of the executive. Drafts responses when necessary and organizes incoming messages. Coordinates travel arrangements to include flights, accommodations, and transportation for business trips. Maintains records and databases, organizes and updates files/databases, and contact lists to ensure easy access to relevant information. Manages office supplies and equipment by monitoring inventory levels, ordering necessary supplies, and coordinating repairs or maintenance of office equipment.

Required Knowledge, Skills and Abilities

* Knowledge of the principles and practices of public administration.
* Ability to plan, organize and coordinate a program of administrative functions in a governmental organization.
* Ability to develop, implement and interpret policies, procedures and directives.
* Ability to research and compile administrative reports and documents and to analyze planning reports and statistical information.
* Ability to deal with confidential materials and situations with discretion, tact and diplomacy.
* Ability to communicate effectively, both orally and in writing.
* Ability to establish and maintain effective working relationships with others.
* Administrative ability.

Education and Experience

* A bachelor's degree from an accredited college or university and five (5) years of experience in performing executive level administrative support work including two (2) years working in a confidential environment.
* Equivalent combination of education and experience

This position is an essential position of operations.

Salary is commensurate with education and experience.

CRIMINAL BACKGROUND CHECK: Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to authorize the release of and successfully complete a criminal conviction check.

Baltimore City is an Equal Opportunity Employer

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