Executive Office Manager (NCS) - Mayor's Office of Employment Development

City of Baltimore•Benton, AR

About The Position

Welcome to the City of Baltimore! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. 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! The Mayor’s Office of Employment Development (MOED) coordinates and directs workforce development initiatives responsive to the needs of Baltimore City employers and job seekers in order to enhance and promote the local economy. Our vision is for all City residents to maximize their career potential and all employers to have the human resources to grow and prosper – a workforce system that works .

Requirements

Education: Have a bachelor’s degree from an accredited college or university.
Experience: Have five (5) years of directly related professional experience, human services, government, or other complex organizations with responsibilities requiring discretion, sound judgment, and management
Equivalency Notes: Have an equivalent combination of education and experience.
Proven collaborator and consensus builder who has a track record of successfully partnering with diverse constituencies
Strong understanding of the role and structure of local workforce development boards and familiarity with the Baltimore Workforce Development Board’s mission, goals, and membership.
Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity
Initiative and the ability to work with minimal direction.
Excellent time management skills.
Thorough knowledge of the agency's organizational structure, functions, and services.
Familiarity with the procedures and protocols of City Hall and regulations cited in the Baltimore City Charter as they apply to MOED operations.
Ability to prioritize work, maintain continuous workflow, and handle details effectively.
Ability to extract information or data from various sources (correspondence, telephone calls, communications with senior staff), to synthesize this information, and to present the same to the Director clearly and concisely.
Ability to compose effective correspondence and analyze complex reports.
Ability to interact with the public effectively and courteously at all times and to establish and maintain effective working relationships with associates, representatives of other agencies/organizations/associations, and the general public.
Ability to analyze office procedures and to supervise staff to accomplish objectives.
Ability to understand and follow complex oral and written directives.
Ability to understand and interpret federal, state, and local legislative processes as they relate to MOED operatives.
Ability to effectively manage the Director's calendar and produce timely and accurately prepared documents, reports, and correspondence.
Ability to effectively and efficiently work on multiple projects simultaneously.
Possess and consistently display excellent organizational skills.
Must be computer literate and possess advanced skill levels with MS Word and MS Excel software programs.

Responsibilities

Support of the Executive Agency Director & Chief of Staff
Liaison to the Mayor’s office, including the City Administrator and Deputy Mayor, on critical issues that require immediate attention of the Director and agency management
Serves as primary contact for overall external coordination of activities with offices of other officers and senior management, political and civic leaders, major donors, other public and private contacts, etc.
Ensures confidentiality of all information and that reporting deadlines are met, keeping in mind administrative priorities.
Manages the calendar of the Agency Executive Director and Deputy Director/Chief of Staff. Ensures meetings are scheduled and confirmed. Handles all logistics for meetings, including location, applicable equipment, and materials.
Represents the Executive Director and the Agency at stakeholder meetings and community events as needed.
Establishes and maintains various filing and records management systems
Manage Agency Central Administrative Office
Coordinates and supervises the work of the administrative staff, including reviewing work performance, motivating subordinates to work more effectively and efficiently, and identifying concerns with performance and developing solutions with employees.
Serves as chief collaborator around the office
Provides employee coaching and counseling as needed
Manages inventory of all office equipment and supplies. Oversee the coordination of the repair of office equipment in partnership with the Department of General Services (DGS) and external vendors
Puts into action critical safety procedures, serves as Fire Warden and Safety Officer for the Central Office
Maintains key external strategic business relationships
Coordinates travel for the Agency Executive Director and Deputy Director/ Chief of Staff.
Interfaces with clients, vendors, building management, and employees on a regular basis
Implements office policies and strategizes improvements to existing processes
Resolves complex office and agency-wide problems and issues. May meet with concerned parties to discuss problems, requests, or other matters, as needed or requested. Investigates and determines approaches and appropriate solutions to complex matters. Hears and resolves issues related to client complaints and constituent referrals.
Edits and prepares official correspondence, reports, memorandums, proposals, etc., as deemed appropriate or assigned by the Executive Director, Deputy Director/Chief of Staff, or other members of the senior leadership team. Develops templates to standardize communication vehicles as needed.
Plans and creates agency-wide meetings & events (i.e., All Staff Meetings)
Liaison across disparate office teams during the development and execution of company-wide initiatives, policies, and processes
Consults to improve operations and workflows agency-wide
Oversees major office projects, such as renovations, installations, and office design initiatives
Provides direct assistance and support to the Assistant Director and/or Director in preparing the agenda, supporting documentation, and meeting packets for Baltimore Workforce Development Board (BWDB) Meetings
Coordinates meetings by sending calendar meeting invites and follow-up reminders, and taking minutes/notes during the Baltimore Workforce Development meetings.
Assists in coordinating BWDB compliance with Workforce Innovation and Opportunity Act (WIOA) requirements, including member certifications, conflict of interest documentation, and quarterly performance and board reporting.
Performs administrative tasks to ensure an efficient working environment and coordinates and supports special projects, including BWDB initiatives and events.