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Operations Assistant III

1 month ago

Baltimore, United States City of Baltimore Full time
CITY OF BALTIMORE,

MAYOR'S OFFICE OF OLDER ADULT AFFAIRS AND ADVOCACY

EXECUTIVE ASSISTANT

OPENING DATE: July 19, 2024

CLOSING DATE: August 2, 2024

Position Purpose:

Under the direction the Mayor's Office of Older Adult Affairs and Advocacy (MOAAA) Director, the Executive Assistant (EA) is responsible for providing executive level administrative support, office operations management, secretarial support, and staff assistance on sensitive departmental issues. The variety of difficult and complex functions performed by the EA requires a high-level of initiative, good judgment, independence of action, analysis, initiative, knowledge of Baltimore City Government rules and regulations and departmental policies, and a thorough knowledge of appropriate administrative practices.

Supervision:

Work of this class involves no supervisory duties or responsibilities.

Supervision Received: This position reports to the Director of MOAAA works under the policy and direction of the Director and administration. The EA refers specific problems to the Director where clarification or interpretation of policy or procedure is required. This position is subject to review and evaluation .

Work is performed under typical office conditions; work environment is moderately noisy. Work may also be performed off site . Operates automobile, computer, calculator, telephone, copier, other standard office equipment. makes frequent contacts with the older adults residents, the general public, other city agencies , elected officials, state agencies and partners who provide services or programs for older adults residents. Contacts require understanding and patience when interacting with older adults .Has access to confidential and/or sensitive information. Errors in judgment could result in hardship to the older adult population, and negative public relations for city leadership.

Essential Functions:
  • Assists the Director in planning and implementing administrative policies, practices, procedures and long-term goals for office.
  • Ensure compliance with regulations and internal policies.
  • Attends meetings and outreach events ( internal and external)
  • Acts as the point of contact between the Director and internal/external stakeholders, elected officials.
  • Ability to establish and maintain effective working relationships with office staff.
  • Assist in planning appointments, meetings and maintaining the Directors calendar.
  • Must possess exceptional time-management and multitasking skills to handle multiple responsibilities. and prioritize daily workload.
  • Exercises sound independent judgment in screening emails, telephone calls and visitors; decides what matters come to the Director's attention; provides information or answers to questions not requiring Director's attention.
  • Assist Director in planning monthly Commission on Aging meetings, which includes preparing agenda and recording and prepare minutes.
  • Ability to deal with confidential situations with discretion, tact and diplomacy.
  • Maintains electronic and paper records ensuring information is organized and easily accessible.
  • Conducts research and prepare presentations or reports as assigned.
  • Proficient in MS Office and office equipment
  • Excellent verbal and written communications and customer service skills
  • May assist other office staff with tasks, projects and presentations when necessary.
  • Other duties as assigned.


Competencies, Knowledge, Skills, and Abilities

Effective and comfortable with all levels of staff, public, elected officials and others.

• Strong organizational skills, including the ability to handle simultaneous priority projects

and meet established deadlines.

• Office operations management

• Ability to exercise sound and independent judgment within general policy guidelines

• Ability to communicate clearly and concisely both orally and in writing, including presentation skills

• Must be able to work extended hours on an as-needed basis

• Familiarity with, and understanding of City of Baltimore municipal operations and

departments

• Strong relationship-building skills are essential, along with the ability to work seamlessly

with staff and administration.

• Flexible with the ability to shift priorities quickly as business demands require

• Ability to work with a high degree of independence and under time pressure

• Team player with a positive disposition, strong interpersonal skills, and sound judgment

• Able to work well within diverse environments

Minimum Qualifications

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

Minimum: 3 years performing secretarial work or clerical work

Advanced knowledge of Microsoft Office applications, including but not limited to MS Word and Outlook, and intermediate knowledge of MS Excel and MS PowerPoint.

Excellent written and verbal communication skills

Experience in maintaining a rapport, and collaborative working relationships with highly engaged internal and external stakeholders including executive leaders and community interest groups.

Ability to maintain a high degree of confidentiality.

Demonstrated ability to handle multiple competing priorities simultaneously.

Capacity to perform at a high level under pressure while consistently meeting deadlines.

Ability to respond quickly and exercise good judgment in response to changes in priority or direction.

Ability to work independently and exercise initiative to complete priority projects and act on urgent issues.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER