Executive Assistant (NCS)
About the Company
Baltimore is the largest city in the U.S. state of Maryland, and the 29th-most populous city in the country. It was established by the Constitution of Maryland and is not part of any county; thus, it is the largest independent city in the United States. Baltimore has more public monuments than any other city per capita in the country and is home to some of the earliest National Register historic districts in the nation, including Fell's Point (1969), Federal Hill (1970) and Mount Vernon Place (1971). More than 65,000 properties, or roughly one in three buildings in the city, are listed on the National Register, more than any other city in the nation.
The Mayor's Office of Homeless Services (MOHS) is the designated lead agency for the Continuum of Care (CoC) and works to implement federal, state, and local policy and best practices in addition to administering and monitoring homeless services grants. MOHS administers approximately $48 million annually for programs that include street outreach, emergency shelter, transitional housing, rapid rehousing, permanent supportive housing, Housing Opportunities for Persons with AIDS (HOPWA), meal programs, and eviction prevention. Each year, through a network of partner providers, the homeless services program delivers housing and supportive services to over 25,000 individuals and families.
About the Job
Baltimore City’s Mayor’s Office of Homeless Services is seeking a dynamic professional for the Executive Assistant position. This position provides advice, staff assistance and administrative support to the Director of the agency. Work of this class involves no supervisory duties or responsibilities but may involve evening and weekend hours. This position reports to the Agency Director.
Responsibilities
Assists the Agency Director and the Deputy Director in formulating and implementing administrative policies, practices, procedures and long-term goals for the agency
Performs confidential and special projects and researches and prepares reports and correspondence for the Agency Director’s signature
Compiles organizational data to support the Agency Director in making organizational decisions
Directs and monitors the execution of decisions and policies of the Agency Director and interprets decisions and policies for subordinate agency staff
Works with Agency employees, government officials, customers, and community organizations to facilitate the exchange of information and sharing of ideas to improve the agency and the services offered to its clients
Investigates and resolves confidential or sensitive administrative problems, complaints and situations at the request of the Agency Director
Attends confidential administrative and operational meetings; organizes, coordinates and monitors the implementation of resultant actions, resolutions and administrative decisions
Assists high-level agency managers in the implementation and coordination of the administrative aspects of planning projects and programs as directed by superior
Exercises sound independent judgment in screening mail, telephone calls and visitors; decides what matters come to the superior’s attention; provides information or answers to questions not requiring superior’s attention
Represents the Director at public and governmental meetings; reports on meetings to the Director
Manage the procurement processes for the Agency’s leadership team, tracking spending to support budgetary guidelines, and processing payroll for the leadership team
Performs related work as required
Qualifications
Minimum Qualifications:
Bachelor's degree from an accredited college or university
Five years of experience performing executive level administrative support work, including two years working in a confidential environment
Knowledge & Skills:
Knowledge of the principles and practices of public administration
Ability to plan, organize and coordinate a program of administrative functions in a governmental organization
Ability to develop, implement and interpret policies, procedures and directives
Ability to research and compile administrative reports and documents and to analyze planning reports and statistical information
Ability to deal with confidential materials and situations with discretion, tact and diplomacy
Strong and effective written and oral communication skills
Ability to manage multiple projects
Ability to deal effectively with government officials and personnel, representative of private organizations, community groups and stakeholders; ability to establish and maintain effective working relationships with co-workers, the general public, clients, and others
Must be a self-starter and a team player with the ability to prioritize multiple tasks
Work must be timely and attention to detail is necessary
Competent working with Microsoft Office® and communicating via email
Administrative ability
