External and Legislative Affairs Operations Coordinator, Operations Assistant III (NCS) - Department of General Services

Baltimore City•Baltimore, MD

About The Position

The External & Legislative Affairs Operations Coordinator provides high-level administrative, operational, and procurement support to advance the Department’s external engagement, legislative priorities, and executive initiatives. This role coordinates executive scheduling, travel, meetings, and logistics; prepares briefing materials, correspondence, reports, and presentations; and monitors assignments, deadlines, and deliverables to ensure timely and effective execution of strategic activities. A significant component of this position includes coordinating procurement and financial operations, including preparing requisitions, supporting contract and vendor processes, tracking purchase orders and expenditures, and ensuring compliance with City policies. The incumbent serves as a liaison between program staff, Procurement, and Finance to facilitate approvals, purchasing, and payment processing, while maintaining accurate documentation to support financial accountability and audit readiness. The position also supports legislative monitoring and inquiry tracking, assists with stakeholder engagement and special projects, and contributes to communications and outreach efforts through digital content, visual materials, and event coordination. This role requires strong organizational, analytical, and problem-solving skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced, executive environment.

Requirements

Have a high school diploma or GED certificate.
Three (3) years of experience performing and coordinating moderately complex administrative/operations projects is required.
Have three (3) or more years of administrative, legislative coordination, procurement coordination, communications coordination, or operational support experience.
Working knowledge of English usage with Excellent written and verbal communication skills.
Working knowledge of reference and research methods and techniques used in collecting, compiling, and organizing data.
Working knowledge of standard analytical principles and techniques.
Ability to prepare and present reports.
Ability to establish and maintain working relationships with co-workers and the general public.
Ability to explain an agency’s purpose, programs, and operations.
Ability to collect, compile, edit, classify, and tabulate statistical and qualitative data.
Ability to prepare and present ideas and information clearly yet concisely.
Strong organizational, coordination, and time management skills.
Ability to manage multiple assignments, projects, and deadlines simultaneously.
Ability to exercise discretion and professionalism when handling sensitive information.
Proficiency in Microsoft Office Suite and administrative tracking systems.
Have a valid Maryland Class C Noncommercial driver's license or an equivalent driver's license and be eligible to obtain a Baltimore City driver’s permit.

Nice To Haves

Experience supporting government operations, legislative affairs, procurement, executive-level functions, or agency communications preferred.
Bachelor’s degree in Public Administration, Business Administration, Communications, Political Science, Marketing, Media, or a related field preferred; equivalent experience may be considered.
Experience using content management and social media analytics platforms, such as Sprout Social, to monitor performance, track engagement, and inform communications strategy preferred.
Basic design experience using Canva, Adobe Creative Suite (Photoshop, Illustrator, InDesign) or similar graphic tools preferred.
Experience capturing and editing photos and videos using mobile devices or basic multimedia tools preferred.
Familiarity with digital communications, social media platforms, and visual content is preferred.
Ability to analyze engagement data and apply insights to improve content effectiveness and outreach efforts preferred.
Experience with Workday Enterprise HR and Finance platform is preferred.
Strong interpersonal skills with the ability to collaborate across divisions and with external stakeholders.
Adaptability, initiative, and attention to detail in a fast-paced environment.

Responsibilities

Provides administrative and operational coordination to support executive priorities, agency initiatives, and strategic operations.
Coordinates scheduling, meeting logistics, and preparation for executive briefings, legislative engagements, and high-level operational activities.
Prepares, reviews, and organizes briefing materials, correspondence, reports, and supporting documentation for leadership.
Tracks assignments, deadlines, and deliverables to ensure timely completion and appropriate follow-up.
Maintains organized administrative, legislative, procurement, and operational records to support compliance, accessibility, and continuity of operations.
Exercises discretion and professionalism when handling confidential and sensitive information.
Coordinates procurement activities, including preparing requisitions, obtaining quotes, tracking purchase orders, and monitoring payment processing in accordance with agency and City policies.
Serves as liaison between program staff, Procurement, Finance, and vendors to facilitate timely purchasing and contract compliance.
Assists with tracking and reconciliation of expenditures related to agency initiatives, projects, and events.
Monitors legislative activity, hearings, and policy developments relevant to the Department and maintains legislative tracking systems.
Supports preparation of legislative materials, briefing documents, and response packages for leadership.
Coordinates and tracks responses to legislative and external stakeholder inquiries.
Arranges travel, transportation, lodging, and logistics for executive staff in compliance with City travel policies.
Supports planning, coordination, and execution of agency projects, meetings, and events, including vendor coordination and materials preparation.
Tracks project timelines, deliverables, and follow-up actions to ensure successful completion of initiatives.
Coordinates workflow across internal divisions to facilitate information gathering, response preparation, and operational alignment.
Utilizes analytics and content management tools to track communications performance and support digital outreach.
Develops and edits visual and digital content using tools such as Canva and Adobe Creative Suite to support executive and legislative initiatives.
Captures and maintains photo and video documentation of events and initiatives to support public engagement and reporting.
Maintains organized archives of records, digital content, and media assets in accordance with agency and City policies.