State of Maryland · 1 month ago
Administrative Assistant ADMINISTRATIVE SPECIALIST III
Maryland, United States
Full-time
Onsite
Entry Level
2+ years expThe State of Maryland is responsible for providing equipment and services for Marylanders who have difficulty using a telephone. The Administrative Specialist III role involves providing front-line reception and administrative support, ensuring smooth office operations, and assisting with various administrative tasks to support the Telecommunications Access of Maryland (TAM) team.
Government Administration
Responsibilities
Arrange parking for visitors to the office as needed
Maintain a visitor log and coordinate with building security or building reception as required
Monitor and distribute incoming mail and packages; prepare outgoing mail as required
Pack and ship equipment and devices for staff and constituents
Maintain office supplies and place orders as needed to ensure adequate inventory
Coordinate routine office maintenance requests (e.g., copier or printer repair, janitorial issues) and track completion
Maintain the break room and ensure cleanliness and organization of shared spaces and communal areas
Serve as the first point of contact for callers and walk-in visitors, answering questions or directing them to appropriate staff or resources
Greet visitors and constituents in person, ensure they sign in (if applicable), and notify the appropriate staff member of their arrival
Respond to inquiries received through TAMs general phone line and email account and refer them to appropriate staff or external resources, as needed
Assist constituents with basic troubleshooting of devices or services over the phone
Log and track constituent interactions (calls, emails, walk-ins) as directed, using TAM databases or tracking tools
Reserve conference rooms and coordinate logistics for internal meetings (in-person and virtual)
Assist with scheduling internal meetings at the request of TAM staff (e.g., identifying available times, sending calendar invitations)
Set up meeting spaces, including A/V equipment, printed materials, name tents, and refreshments, as applicable
Start and monitor virtual meetings (Zoom/Teams), including sharing links with attendees and providing basic troubleshooting support
Assist with data entry and filing of documents to maintain organized electronic and paper records
Provide general administrative support for the TAM team, including preparing routine correspondence, simple spreadsheets, and basic reports as directed
Serve as back-up for Communication Facilitator (CF) scheduling when needed, following established procedures to receive requests, coordinate with CF schedulers, and communicate with constituents
Support planning and execution of TAMs relocation to a new office space, including assisting with inventories, packing coordination, space setup tasks, and related logistics
Qualification
Required
Graduation from an accredited high school or possession of a high school equivalency certificate
Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work
Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience
Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience
Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator's license valid in the State of Maryland
Preferred
American Sign Language knowledge is preferable for greeting individuals who are Deaf and take video calls from them
One (1) year of experience performing work involving tasks such as answering phones, greeting visitors, scheduling, data entry, filing, or processing mail
Experience coordinating meetings (in-person or virtual), including scheduling, sending calendar invites, and arranging basic logistics
Basic proficiency with standard office software, including Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail, Calendar)
Ability to organize and prioritize multiple tasks, follow instructions, and meet deadlines with general supervision
Ability to communicate clearly and professionally with callers, visitors, and staff verbally, in writing, and in American Sign Language
Experience working in a State or local government office, or familiarity with State government administrative or procurement processes
Experience working with or providing services to people with disabilities, or demonstrated awareness of accessibility and disability-related issues
Benefits
STATE OF MARYLAND BENEFITS
Company
State of Maryland
Maryland is on the path to becoming the best state in the nation.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Michael Piercy
Senior Advisor for Program Innovation to the Chief Technology Officer State of Maryland, MDTHINK
Michele Thomas
Chief Technology Officer, State of Maryland
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