THIS IS A NON-CIVIL SERVICE POSITION CITY OF BALTIMORE, MAYOR'S OFFICE OF NEIGHBORHOOD SAFETY AND ENGAGEMENT Visitation Center Administrative Assistant OPENING DATE: April 1, 2024 CLOSING DATE: June 1, 2024 Key Responsibilities Administrative Services ● Provide a wide range of administrative operational support to the Baltimore City Visitation Center inclusive of securing and maintaining records, scheduling client intakes, confirming client appointments and executing follow-up contacts with Court Administrators as directed; ● Manage meeting schedules; prepare and produce meeting agendas, minutes and reports as directed; ● Update and maintain electronic databases and paper files; ● Schedule and manage travel arrangements and expense reports; ● Compile and document information related to trainings received and presented by staff members; ● Order supplies, stationery, business cards, etc. for the Visitation Center; ● Maintain brochures, resources and educational materials; ● Exhibits polite and professional communication via all methods; i.e. email, mail, in- person; ● Provide administrative support to ensure efficient inter/intradepartmental operation; ● Assist with documenting and updating key policies and procedures for the team; ● Maintain strict confidentiality with respect to sensitive documents and communication. Reporting and Compliance ● Assist with preparation of grants and quarterly reports as required; collect and maintain monthly statistics for grants; ● Assist with the timely delivery and thorough reporting of project deliverables to immediate supervisor; ● Attend and participate, as requested, in inter-agency meetings, professional group meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge; serve on committees as assigned; stay abreast of new trends and innovations in the field of victim’s services. Leadership • Advance diversity, equity, and inclusion in all aspects of the work. All employees are expected to make efforts in their work and in their conduct to advance diversity, equity, and inclusion at every level • Maintain a favorable working relationship with all other agency employees to foster and promote a cooperative and harmonious working climate. • Project a favorable image of the organization to promote its aims and objectives and foster and enhance public recognition and acceptance of all its areas of endeavor. • Perform all duties and responsibilities in a timely and effective manner in accordance with established agency policies to achieve the overall objectives of this position. Qualifications/Skills ● Associate’s or Bachelor's degree in Criminal Justice, Sociology, Psychology, or related social or behavioral science and/or 2-3 years related administrative support experience. ● Knowledge of office practices and procedures; ● Knowledge of business terminology, spelling, punctuation, and grammar; ● Experience with law enforcement and/or victim services coordinated response, desired; ● Knowledge of Microsoft Office Suite. Skilled in the use of office software applications and information sharing platforms to include Word, PowerPoint, Visio, Excel, One Note, Slack and Google docs. to prepare reports and develop information; able to enter data in required management reports; ● Excellent oral and written interpersonal skills with a strong ability to relate to a diverse range of individuals; ● Strong ability to multi-task, organize, prioritize and achieve results within expected time periods; ● Willingness to take initiative and positive action to meet growing responsibility and new job assignments; ● Ability to help keep team fully informed of a project’s progress, a team deliverable, an approaching deadline or missed opportunity. In the City of Baltimore we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or interested in learning more? Explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team! Questions regarding the application process should be directed to the Department of Human Resources Office of Recruitment at (410) 396-3860, 711 (TTY), 7 E. Redwood Street, 16th Floor, Baltimore, MD 21202 or send an email to Recruitment