Administrative Specialist, Local Hiring (NCS) - Mayor's Office of Employment Development

THIS IS A NON-CIVIL SERVICE POSITION

POSTING DATE : 09 / 27 / 2024

SALARY RANGE : $42,560.00 - $74,154.00 USD Annually

About City of Baltimore, Mayor’s Office of Employment Development :

The Mayor’s Office of Employment Development (MOED) coordinates and directs workforce development initiatives responsive to the needs of Baltimore City employees and job seekers in order to enhance and promote the local economy.

At MOED, we view our mission broadly to deliver To usconomic justice means creating an equitable workforce system for all residents especially those who have been generationally and systemically disadvantaged one that is responsive to their needs and ensures viable economic opportunities.

Our vision is for every City resident to maximize his / her career potential, and all employers have the human resources to grow and prosper .

POSITION OVERVIEW

This is an administrative position requiring knowledge of general office procedures, clerical tasks, and Microsoft Office 365 products.

Under the direction of the local hiring supervisor, the Local Hiring Administrative Specialist will take ownership of the data management, online resources, and group email inbox related to the administration of the City’s Local Hiring Law.

They will communicate with employers and contractors, city agencies, and other stakeholders to coordinate schedules and to ensure all reporting requirements are being understood and met.

DUTIES AND RESPONSIBILITIES

• Organizes source documents and uses computers and database and electronic mail software to record data from those source documents.
• Enters data accurately and quality-control files, correcting records as necessary.
• Confers by telephone or electronically with originators of source documents to clarify instructions or questionable data;

modifies data in accordance with updated information from source originator.

• Answers telephone inquiries in a polite and professional manner. Provide detailed and accurate local hiring information to all phone inquiries and / or refer inquiry to the proper source to assist them.
• Answer any emails from the Hire Local email inbox.
• Operates printers, scanners and related peripheral equipment with responsibility for setting up work and making equipment adjustments.
• Uses electronic communication to contact vendors and schedule routine meetings and request documents.
• Reviews agendas and documents related to public Board of Estimates meetings to extract relevant information and notify the appropriate parties.
• Works with other city agencies to gather any missing information on vendors or contracts relevant to our operations.
• Summarizes and recapitulates detailed correspondence and reporting to the correct audience as needed.
• Sends external vendors the correct monthly report templates or links and instructions on their use for reporting the correct regulatory information to MOED.
• Administers the Local Hiring SharePoint site, including organizing documents, creating lists and views, and updating the home page.
• Updates the Local Hiring Law information page on the Baltimore City website as needed.
• Looks independently for opportunities to continuously improve the Local Hiring SharePoint site and SharePoint Lists databases.
• Queries and saves reports of source data to the SharePoint site.
• Performs other related duties as assigned

EDUCATION AND EXPERIENCE REQUIREMENTS

EDUCATION : High school diploma or GED.

EXPERIENCE : Have one (1) year of related experience.

NOTES(EQUIVALENCIES) : Have an equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Skilled in the use of software application programs including :
• Intermediate to advanced skills in database user interface and query software examples include Microsoft Access; vendor management systems;

Workday; applicant tracking systems; SharePoint; and SQL Management Studio.

• Intermediate skill in electronic mail software examples include Gmail; and Outlook.
• Intermediate skills with Microsoft Office Suite software and Office 365.
• Basic skill with spreadsheet software examples include Microsoft Excel, and Google Sheets.
• Knowledge of the principles and practices of computerized data entry.
• Knowledge of the principles and practices of customer or professional services.
• Knowledge of basic mathematics.
• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, reading forms, and workplace terminology.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of the composition of Baltimore City government, laws, government regulations, and agency rules.
• Skill in keying on a PC terminal keyboard, with a high degree of speed and accuracy, large quantities of diverse source documents, forms and reports according to special or commonly accepted business formats.
• Skill in the operation of computer terminals, printers, scanners, and related peripheral equipment.
• Skilled in written and verbal communication and comprehension, including being aware of others' reactions and understanding why they react as they do.
• Skilled in coordination and adjusting actions in relation to others’ actions.
• Skilled in critical thinking and complex problem solving, using reasoning to identify the strengths and weaknesses of different approaches to problems
• Ability to prioritize work in high volume environment.
• Ability to learn agency, city, and state software programs.
• Ability to perceive and order information quickly according to a set of rules.
• Ability to apply sets of rules to combine and group things in different ways.
• Ability to establish and maintain effective working relationships with others.
• Ability to concentrate on a detailed task over a period of time without being distracted.
• Ability to apply general rules to specific problems to produce answers that make sense, and to combine pieces of information to form general rules or conclusions.
• Ability to recognize when something will cause a problem or does not make sense in the context of a scenario.

ADDITIONAL REQUIREMENTS

• Access to a computer or laptop with a microphone and camera and high-speed internet capabilities
• Ability to work onsite & remotely hours between 8 : 30 am- 4 : 30 pm.
• Finger dexterity and near vision

NOTE : Those eligible candidates who are under final consideration for appointment to this position will be required to submit to drug and alcohol testing and criminal background check.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOY