Administrative Executive Assistant

2 weeks ago


Towson, Maryland, United States Baltimore County Full time

Position Overview:

This role is integral to the smooth operation of the Department of Public Works and Transportation, providing essential administrative support to the department head.

Key Responsibilities:

  • Manage and maintain a variety of complex and confidential files and records.
  • Take dictation and transcribe documents, including correspondence, reports, and policy statements.
  • Classify and distribute incoming communications, ensuring appropriate follow-up.
  • Oversee the work of clerical staff, ensuring efficient workflow and productivity.
  • Perform data entry and retrieval tasks using office technology.
  • Act as an administrative aide, gathering and interpreting information for departmental decision-making.
  • Respond to inquiries from constituents and provide assistance as needed.
  • Communicate policies and instructions to staff and the public, ensuring clarity and understanding.
  • Investigate and resolve complaints and requests in a timely manner.
  • Research information necessary for reports and correspondence, maintaining confidentiality as required.
  • Maintain the department head's calendar, scheduling appointments and making travel arrangements.
  • Screen and prioritize incoming calls and correspondence.
  • Coordinate special events and meetings, preparing necessary materials and taking minutes.

Additional Duties:

  • Prepare contracts and documents for approval.
  • Provide administrative support to various departmental initiatives.
  • Perform other related duties as assigned.

Qualifications:

Applicants should possess a high school diploma or equivalent, along with five years of relevant experience in typing, word processing, or secretarial roles. Additional education may substitute for experience on a year-for-year basis.

Knowledge, Skills, and Abilities:

  • Thorough understanding of modern office practices and procedures.
  • Proficient in spelling, grammar, and arithmetic.
  • Skilled in using automated office systems and equipment.
  • Strong organizational and communication skills.
  • Able to maintain confidentiality and manage sensitive information.

This position requires a proactive individual who can effectively manage multiple tasks and maintain a high level of professionalism.


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