Administrative Assistant

State of Maryland-posted 5 days ago
Full-time • Entry Level
Hybrid • Baltimore City, MD
101-250 employees
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Introduction Telecommunications Access of Maryland (TAM) TAM provides equipment and services for Marylanders who have difficulty using a telephone. TAM administers both Maryland Relay, the free public service that allows people who are unable to use a standard telephone to make and receive calls; and the Maryland Accessible Telecommunications (MAT) program, which distributes State-provided assistive telecommunications equipment to qualified applicants. This Position is eligible for Telework. GRADE 12 LOCATION OF POSITION MDOD - 301 W. Preston St. Baltimore, MD 21201 Main Purpose of Job This position provides front-line reception and administrative support to the Telecommunications Access of Maryland (TAM) team, ensuring smooth day-to-day office operations and a positive experience for constituents, visitors, and staff. The incumbent serves as the first point of contact for callers and walk-in visitors, supports meeting and office logistics, and maintains an organized, accessible, and welcoming office environment. The position also assists with data, records, and special projects including planning and coordinating TAMs relocation to a new office space in support of TAM’ s mission to provide accessible telecommunications equipment and services to Maryland residents with disabilities.

  • 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.
  • Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
  • Experience : 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.
  • 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.
  • STATE OF MARYLAND BENEFITS
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