Executive Assistant ADMINISTRATIVE OFFICER II

About the Role

This position provides support to the Director and Deputy Director in managing and coordinating administrative functions such as reports, statistics, customer service, personnel and other operational functions. This position participates in developing policies, procedures and performance standards designed to improve the quality and effectiveness of service delivery. This position also creates and monitors procedures to ensure compliance with Federal, Legislative and DHS fiscal/program audits. This position exercises independent judgment and operates under supervision from the Director.

Responsibilities

• Assists the Director and Deputy Director in the creation of policies and procedure that improve the overall effectiveness of MCOCS and guide the agency toward meeting its performance standards.
• Provides support, evaluation, and recommendations in the coordination of efforts and the resolution of problem areas within MCOCS.
• Provides support to the management of MCOCS in a continuous effort to improve customer service and to attain performance goals.
• Prepares, maintains and monitors MCOCS's reports, constituent service complaints and customer service inquiries.
• Ensures proper filing, retrieval, and confidentiality of sensitive information.
• Assists in managing the daily operations of the office, including scheduling meetings, coordinating appointments, and maintaining calendars for the director and deputy director.
• Prepares correspondence, reports, and presentations on their behalf.
• Handle incoming and outgoing communication including phone calls, email, and mail.
• Coordinates and schedules meetings, conferences and other events for the director and deputy director.

Minimum Qualifications

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

Experience: Two years of administrative staff or professional work.

Notes:

• Candidates may substitute 30 credit hours from an accredited college or university for one year of the required experience.
• Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

Preferred Qualifications

• One year of experience handling sensitive data while adhering to strict confidentiality standards.
• One year of computer software experience with proficiency in Microsoft Office Suite.
• One year experience working within a child support enforcement agency, legal environment or state human services program.
• Experience managing executive calendars, coordinating schedules, handling high level correspondence, drafting agendas, taking meeting minutes and following up on action items for senior leadership.
• Strong communication skills.
• Experience maintaining tracking systems for constituent service complaints or high volume customer service escalations.

Licenses, Registrations and Certifications

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland.

Benefits

• Health insurance, dental, and vision plans offered at a low cost.
• Personal Leave – new State employees are awarded six (6) personnel days annually (prorated based on start date).
• Annual Leave – ten (10) days of accumulated annual leave per year.
• Sick Leave – fifteen (15) days of accumulated sick leave per year.
• Parental Leave – up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
• Holidays – State employees also celebrate at least twelve (12) holidays per year.
• Pension – State employees earn credits towards a retirement pension.
• Positions may be eligible for telework.