Administrative Assistant II

SUMMARY - This is an advanced level administrative position that provides extensive staff assistance and effective administrative support to the Office of the Mayor. Work is performed independently under the general direction of the Chief of Staff to the Mayor, but leeway is granted for the exercise of independent judgment and initiative. This person must be able to establish effective working relationships with others and communicate well with other employees, the public, and public officials inside and outside City government.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Serve as the first point of contact for the public by receiving phone calls and visitors, providing routine information regarding City services.

Manage the Mayor’s calendar; reserve conference rooms; and prepare materials for meetings, conferences, and videoconferences.

Coordinate comprehensive travel arrangements, including transportation, lodging, itineraries, agendas, and required documentation.

Maintain accurate records and reports related to departmental activities.

Gather, compile, and analyze data for the preparation of departmental reports.

Prepare and process departmental expenditures for approval.

Provide administrative support to the Chief of Staff and the Mayor.

Support evening meetings of City committees as assigned.

Assist with planning, preparation, and on-site support for Mayor’s Office events, including those scheduled outside regular work hours and on weekends.

Perform general office duties such as typing, filing, data entry, and research.

Accept additional related duties and responsibilities as assigned with flexibility and cooperation.

Ability to maintain confidentiality and exercise sound judgment.

MINIMUM QUALIFICATIONS – The minimum eligibility requirements for positions within this Class are as follows:

• EDUCATION and/or EXPERIENCE - High School diploma or GED from an accredited school, some college preferred, and a minimum of 5 years of progressively responsible administrative experience preferably in an executive office setting

• CERTIFICATES, LICENSES, REGISTRATIONS – Must possess or be able to acquire within 90 days of employment commission as a Notary Public in the State of Maryland. Must possess or be able to acquire the following certifications in the Incident Command System (ICS) within 6 months of employment: ICS-100, IS-200, and ICS-700.

COMPUTER SKILLS - Ability to operate a computer terminal or Personal Computer. Proficient in the use of typical word processing software such as Microsoft Word and the use of spreadsheet software such as Microsoft Excel. Able to learn and apply other office software and automated office procedures.