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Administrative Support Specialist

2 months ago

Baltimore, Maryland, United States City of Baltimore, Mayor's Office of Employment Development Full time

Job Title: Office Support Specialist at the City of Baltimore, Mayor's Office of Employment Development

Position Overview:

This role encompasses a variety of administrative and clerical responsibilities within a collaborative office setting.

  • Offers administrative support across multiple departments, including Front Desk, Unite Us Data Entry, Business Services, and Career Development Facilitation.

Front Desk Duties:

  • Managing incoming calls and visitors, directing them to the correct department.
  • Providing essential information to the public or guiding them to appropriate resources.
  • Utilizing office machinery such as fax machines, photocopiers, and scanners.
  • Maintaining and organizing files systematically.
  • Coordinating appointments and assisting with event and meeting logistics.
  • Carrying out additional responsibilities as required.

Unite Us Data Entry Duties:

  • Supporting clients with training enrollment and career service inquiries.
  • Gathering job readiness documentation and facilitating document uploads.
  • Overseeing referral assignments and sustaining a tracking system.
  • Executing other necessary tasks.

Business Services Duties:

  • Linking businesses with the resources of the Mayor's Office of Employment Development.
  • Engaging in job matching initiatives and job development for targeted groups.
  • Performing other assigned responsibilities.

Career Development Facilitation Duties:

  • Conducting outreach to clients for referral services.
  • Assisting clients with resume development.
  • Evaluating employment needs, skills, and competencies.
  • Facilitating workshops to improve job-seeking skills and motivation.
  • Managing additional duties as necessary.

Systems Tech Duties:

  • Assisting in the upkeep of filing systems and categorizing materials effectively.
  • Completing other assigned tasks.

Essential Qualifications:

  • Familiarity with office practices, procedures, and equipment.
  • Strong command of business English, including spelling, punctuation, and grammar.
  • Ability to learn and efficiently use various software applications.
  • Competence in business mathematics and calculations.
  • Exceptional verbal and written communication abilities.
  • Capability to foster professional relationships and work autonomously or collaboratively.
  • Strong organizational and multitasking skills.
  • Dedication to confidentiality and professionalism.
  • Proficiency in word processing, spreadsheets, and database management.

Required Education & Experience:

A minimum of one year of experience in an office or clerical capacity.