Executive Secretary – Health and Human Services

Job Title

A vacancy exists in the Department of Health and Human Services.

Examples of Duties

Under direction, performs responsible administrative and secretarial duties for the department head; assigns, coordinates, and reviews the work of other clerical or secretarial personnel; and does related work as required.

Essential Job Duties

• Serves as an administrative aide; gathers and interprets information relative to issues requiring the department head's action.
• Responds and handles constituent inquiries.
• Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies.
• Receives, investigates, and resolves inquiries, requests, and complaints.
• Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require the department head's signature.
• Analyzes records requiring the interpretation and application of guidelines and procedures.
• Maintains calendar for the department head.
• Makes travel arrangements and secures itineraries.
• Receives, screens, and prioritizes the handling of telephone calls and correspondence.
• Coordinates special ceremonies and functions.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings.
• Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons. Follows up on assignments and decisions made at meetings.

Examples of Other Duties

• Prepares and processes contracts for agency head signature.
• Prepares documents for county council approval including supplemental appropriations and contracts.
• Provides administrative support to the Board of Health.
• Performs other related duties as required.

Qualifications

Training and Experience Graduation from a recognized high school or an equivalent; Plus Five years of typing, word processing, or secretarial experience.

Additional education may be substituted on a year-for-year basis for the required experience.

Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.

Knowledge, Skills, and Abilities (Entry Level)

• Comprehensive knowledge of modern office practices and procedures, including filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Skill in the use of automated office systems.
• Skill in the operation of office machines as listed in the essential duties.
• Organizational skills.
• Ability to extract and summarize information and to prepare correspondence and reports.
• Ability to interpret, explain, and follow County and department rules and regulations.
• Ability to maintain confidential records.
• Ability to communicate effectively both verbally and in written form.
• Ability to establish and maintain effective working relationships with superiors, associates and the general public.
• Ability to establish deadlines, schedules, and guidelines for completion of projects.
• Ability to take verbatim notes.
• Ability to supervise.

Knowledge, Skills, and Abilities (Full Performance)

• Knowledge of County and departmental rules, regulations, policies, and procedures.
• Skill in resolving administrative problems and complaints.
• Skill in extracting and summarizing information and in preparing correspondence and reports.
• Ability to investigate and resolve inquiries and complaints for an agency.
• Ability to effectively transmit management decisions to staff and other interested parties.
• Ability to keep management informed of issues requiring their attention.

Conditions of Employment

Physical and Environmental Conditions The work of this position is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Employment Background Investigation Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.

Employment Benefits

Employment Benefits for Full-Time, Merit or Classified Employees Baltimore County General Government offers the following benefits to full-time,merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise.

Equal Opportunity Employer Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.

Smoke free workplace All Baltimore County offices are smoke free.

Drug free workplace Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.

Salary Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance General Increases - Cost of living increases and adjustments may be granted as legislated. Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County.

Employee Assistance Program Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.

Health Insurance Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include: Medical, Prescription, Dental and Vision insurance.

Flexible Spending Accounts Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.

Life Insurance Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.

Retirement Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions.

Paid Leave Paid benefits listed below vary depending upon the Classification.

Sick Leave Vacation Leave Personal Leave Holidays Bereavement Leave Jury Leave Military Leave

Baltimore County Employees Federal Credit Union Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.

Direct Deposit Payroll through direct deposit to the financial institution selected by employee is required.

Educational Assistance 70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.

Deferred Compensation Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.

Disclaimer This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.