Executive Assistant to the Deputy Commissioner - Department of Housing and Community Development

Full Job Description

THIS IS A NON-CIVIL SERVICE POSITION

OPENING DATE: 01/03/2024

CLOSING DATE: 04/03/2024 AT 12:00 AM MIDNIGHT

SALARY: $53,881.00 - $86,210.00 Annually

CLASS DESCRIPTION

The City of Baltimore Department of Housing and Community Development (DHCD) is seeking an Executive Assistant in the Consolidated Planning Division. The Executive Assistant will be a strong administrative professional that performs a variety of complex office, administrative, and computer work using Microsoft Office and other proprietary software programs to support the Deputy and Assistant Commissioners.

ESSENTIAL FUNCTIONS

• Provides high level day to day administrative and strategic support for the Deputy and Assistant Commissioners.
• Maintains appointment schedule and arranges meetings and conferences for superior; suggests and arranges alternate dates when original schedule cannot be met; notifies superior in advance of meetings and assembles correspondence, files, and other material for meetings.
• Maintains notes for meetings attended by the Deputy and Assistant Commissioners; keeps track of and follows up on action items with appropriate internal and external stakeholders.
• Maintains departmental mailing lists and composes and distributes quarterly newsletters and ad hoc communications.
• Gains a working understanding of the regulations and guidance governing the Community Development Block Grant (CDBG) Program.
• Assists Deputy Commissioner and other team members with compiling and organizing data and other information for scheduled and ad hoc reports and updates.
• Assists in the development, updating and maintenance of divisional policies and procedures.
• Composes correspondence independently; routes information or work instructions from supervisor to staff members; monitors deadlines and follow-up actions.
• Establishes and maintains effective working relationships with other employees necessary to expedite matters for superior.
• Performs other related work as required.

EDUCATION AND EXPERIENCE REQUIREMENTS

EDUCATION – Have a bachelor's degree from an accredited college or university.

AND

EXPERIENCE- Have three years of experience in executive level office support, including scheduling appointments, writing correspondence, setting up meetings and agendas, and working in a confidential environment. A background in Public Administration preferable but not required.

OR

EQUIVALENCIES - Equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office practices and procedures.
• Strong working knowledge of uses and capabilities of computers and information technology.
• Knowledge of English grammar and usage, spelling, punctuation and vocabulary.
• High level proficiency in the application of Microsoft Office Suite Products to produce letters, reports, presentations, and other materials.                                  
• Ability to accurately prepare and proofread correspondence and reports.
• Ability to establish and maintain effective working relationships with government officials, community associations, citizens, businesses, and internal managers.
• Ability to communicate effectively, both orally and in writing
• Ability to adjust priorities and self-manage time to complete multiple tasks accurately and efficiently and meet changing deadlines.
• Ability to handle confidential materials and situations with discretion, tact, and diplomacy.
• Ability to work independently and in a collaborative team environment.
• Ability to take initiative and follow through on tasks.
• Ability to independently apply critical thinking and problem-solving skills.

This career opportunity offers a comprehensive benefits package with a salary commensurate with experience. DHCD allows a hybrid work environment, dependent on the specific requirements of each position.
 

Financial Disclosure:

BALTIMORE CITY AN EQUAL OPPORTUNITY EMPLOYER