Overview
Administrative Services Assistant Jobs in Baltimore, MD at City of Baltimore, MD
The Department of Children and Families (DCF) is actively searching for an exceptional candidate to join our team as an Executive Assistant to the Commissioner’s Office. The ideal candidate should possess a strong sense of mission and dedication to the well-being of children and families. They should have a proven track record of success in an administrative support role, with exceptional organizational skills and attention to detail.
The successful candidate will be responsible for providing high-level administrative support to the Commissioner’s Office, including managing schedules, coordinating meetings, preparing correspondence and briefing materials, and maintaining confidential files.
To excel in this role, the preferred candidate should be able to work well under pressure, manage multiple projects simultaneously, and thrive in a fast-paced environment. They should have excellent communication skills and be able to collaborate effectively with colleagues both within and outside of the agency. The ability to meet strict deadlines and maintain a high degree of accuracy and attention to detail is critical.
In summary, this is an exciting opportunity for a highly motivated and organized individual to join a dedicated team committed to improving the lives of children and families in Massachusetts. The Department of Children and Families is looking for someone who shares their passion for making a difference and is ready to contribute their skills and expertise to this important mission.
Duties and Responsibilities (these duties are a general summary and not all inclusive):
Perform administrative and clerical duties for the Commissioner’s office, including maintaining an organized filing system, reviewing and processing requests received by the Commissioner’s Office in a courteous and timely manner, distributing time-sensitive mail and correspondence, coordinating staff onboarding, managing the Commissioner’s office budget, preparing travel reimbursement, TAFS, and ethics forms, and tracking approval status with EOHHS.
Designate priority levels to action items, track tasks, and confer with the Executive Support Manager on daily tasks.
Coordinate daily scheduling requests for the Commissioner, following instructions and guidance provided by the Executive Support Manager and the Chief of Staff, ensuring information provided is accurate, agendas and materials are included, and attendees are notified via Outlook. Assess the level of priority for meeting requests, monitor and track scheduling requests, and prepare for weekly check-in meetings with the Commissioner and Executive Support Manager to run through upcoming meeting schedules and meeting requests.
Provide daily office phone coverage and respond to inquiries in a courteous manner, triaging incoming calls to appropriate staff or unit, which can often be challenging and require an empathy-based perspective and a tactful approach.
Upload, track, and update information on the Commissioner’s document review tracking tool on Microsoft Teams and disseminate approvals or requests for additional information to relevant parties.
Plan and coordinate Commonwealth and Department’s annual employee recognition programs, working closely with the Commissioner’s support team to ensure successful participation and execution.
Provide support to the Commissioner’s Office and Exec Team in assembling, formatting, and preparing materials for briefing, presentations, and reporting to the Governor’s Office, EOHHS, OCA, legislature, sister agencies, and federal government.
Provide coordination and coverage support for other Central Office units as needed.
Perform additional duties as assigned by the Executive Support Manager.
Preferred Qualifications:
Ability to communicate effectively with others both verbally and in writing.
Ability to demonstrate exceptional interpersonal skills and interact effectively and tactfully with others.
Ability to work efficiently both independently and with others and follow written and oral instructions.
Ability to maintain accurate records and exercise discretion while handling confidential information.
Ability to provide written and oral instructions in a precise and understandable manner.
Ability to organize, coordinate, and synthesize information and documents.
Ability to write concisely and effectively to express thoughts clearly and to develop ideas in logical sequence.
Ability to identify problems and issues, and problem solve effectively.
Ability to prepare materials in Microsoft Word, Excel, Power Point, Outlook, and Teams.
About the Department of Children and Families:
The Department of Children and Families (DCF) is dedicated to its fundamental mission of protecting children from abuse and neglect, ensuring they can grow and thrive in a safe and nurturing environment. DCF envisions a world where all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care, and education.
To achieve its mission and vision, DCF works to establish the safety, permanency, and well-being of the Commonwealth’s children by stabilizing and preserving families, providing quality temporary alternative care when necessary, safely reunifying families, and creating new families through kinship, guardianship, or adoption when necessary and appropriate.
Applicants who share our commitment to core practice values are preferred. These values include being child-driven, family-centered, community-focused, strength-based, committed to diversity/cultural competency, and committed to continuous learning. By upholding these values, we can work together to ensure that every child in our care has the opportunity to reach their full potential.
For more information about our agency and programs visit: www.mass.gov/dcf
TO APPLY:
Please upload both Resume and Cover Letter for this position when applying. First consideration will be given to those applicants that apply within the first 14 days.
Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form.
For questions, please the contact the Office of Human Resources at 1-800-510-4122 and select option #4.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. A Bachelor’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics? Explore our Employee Benefits and Rewards!
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don’t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
Official Title: Program Coordinator I
Primary Location: United States-Massachusetts-Boston-600 Washington Street
Job: Administrative Services
Agency: Department of Children & Families
Schedule: Full-time
Shift: Day
Job Posting: Mar 28, 2024, 9:56:53 AM
Number of Openings: 1
Salary: 61,195.94 – 88,071.36 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Robert Arnau([email protected]) – 8572748824
Bargaining Unit: 06-NAGE – Professional Admin.
Confidential: No
Potentially Eligible for a Hybrid Work Schedule: Yes
Title: Administrative Services Assistant
Company: City of Baltimore, MD
Location: Baltimore, MD
