Executive Administrative Assistant I

ATTENTION: This job announcement will close at 11:59 pm Eastern Time on either:

(A) June 3, 2025, or

(B) The date that 75 applications are received; whichever occurs first.

If the announcement closes on the date that 75 applications are received, all applications submitted by 11:59 pm that day will be given consideration, including those in excess of 75.

Calvert County Government is hiring a professional and detail-oriented Executive Assistant I to support the Department of Community Resources. The ideal candidate will show integrity and discretion when handling sensitive information, have strong writing and grammar skills, and be able to solve administrative challenges independently.

We're looking for someone who is organized, can manage several tasks at once, and has experience with purchasing and accounts payable. If you're interested in public service and enjoy supporting work that benefits the community, we encourage you to apply.

This position performs executive administrative support and office management work in support of a department head. Responsibilities include coordinating internal and external administrative functions, facilitating interdepartmental collaboration, and supporting initiatives that align with the department's mission. The role requires managing sensitive and confidential matters while liaising with citizens, businesses, employees, County officials, and elected representatives. Additionally, the position may oversee office operations and provide guidance to support staff. The work demands expertise in administrative processes, technology-driven workflow management, and strategic coordination of office functions.

The position operates under the general supervision of a department head or an executive administrator.

Essential Job Functions

Serves as the primary liaison between the department and external organizations, ensuring effective communication and collaboration, and conveying information and directives on behalf of department leadership.

Keeps department leadership informed of county initiatives and developments, while communicating and directing tasks to support staff.

Assists in the development, preparation, and management of departmental budgets, ensuring alignment with financial policies and procedures.

Supports program administration and specialized initiatives for the department and Board of County Commissioners.

Coordinates collection of financial transactions, bond fees, loan payments, and other department-specific payment processes.

Monitors departmental expenditures and financial reports to ensure compliance with approved budget allocations.

Coordinates with key departments on capital and operating accounts for equipment and services for the Department.

Troubleshoots and coordinates resolution of telecommunications and IT-related issues within the department.

Maintains department records, manuals, and resource materials, ensuring accessibility and compliance with regulatory guidelines.

Explains regulations and department processes to citizens and staff.

Develops and revises department webpage, procedural manuals, brochures, and forms in cooperation with Department of Communications & Media Relations.

Investigates and resolves billing discrepancies with vendors and service providers.

Ensures compliance with procurement policies; enters requisitions, submits invoices for payment and tracks open and closed purchase orders in collaboration with the procurement office.

Drafts and responds to email or correspondence on behalf of the department head.

May supervise clerical staff, assigning tasks and providing guidance for efficient workflow.

Coordinates multiple functions often of a technical or technology related nature in support of a department or affecting overall County operations. Provides Departmental support for implementation of new software or processes.

Assists with hiring, onboarding, transfer, promotions, payroll, leave, performance evaluation and other personnel actions.

Assists with scheduling, calendar coordination, meeting logistics and event planning for department leadership.

Prepares and edits professional documents, including official correspondence, memoranda, and reports. Ensure accuracy in grammar, formatting, and adherence to branding and style guides.

Conducts research, compiles, and analyzes data, and generates reports to support departmental operations and initiatives, and executive decision-making.

Ensures adherence to established policies, departmental procedures, and regulatory requirements, maintaining relevant files for the Department.

Manages office supply inventory, fixed assets, and related procurement functions.

Receives and assists visitors and callers, providing information and directing inquiries appropriately.

Participates in review of agenda items and supporting documentation for the Board of County Commissioners meeting.

Receives, screens and routes mail; directs items to other staff or County offices as appropriate.

Utilizes modern office technologies, including database, spreadsheet, document processing, and workflow automation tools.

Maintains secure and organized digital and physical records, ensuring confidentiality and compliance with record management standards.

Other Duties

Performs related work as required.

Knowledge, Skills, and Abilities (These are pre-employment KSA that apply only to Essential Job Functions.)

Knowledge of--

Modern office administration and management practices, including digital workflow optimization.

Budgeting, financial reporting, and procurement practices.

Project coordination, personnel management, and compliance requirements.

Advanced office technology and software applications, including database, task tracking, and document management tools.

Ability to--

Perform executive administrative support and office management duties with efficiency and professionalism.

Coordinate departmental operations, ensuring alignment with strategic objectives.

Oversee and direct support staff to enhance office productivity.

Analyze financial data, manage budgets, and maintain accurate records.

Solve complex administrative problems and recommend process improvements.

Provide exemplary customer service and effectively communicate with diverse stakeholders.

Required Qualifications (Note: Any acceptable combination of education, training and relevant experience that provides the above knowledge, abilities and skills may be substituted on a full-time year for year basis.)

Training and/or Education:

High school diploma or GED equivalent, supplemented by at least one year of college course work in business administration, management, or a related field.

Experience:

Six years of progressively responsible experience in administrative support, office management, or executive assistance.

Licenses or Certificates:

None required.

Special Requirements:

Subject to background investigation if employed in the Department of Parks and Recreation.

Physical Demands:

Operation of keyboard devices and computer screens for sustained periods.

Unusual Demands:

Work may be subject to frequent interruptions and shifting priorities.

FLSA Status:

Nonexempt

Compensation Steps:

Department of Community Resources

Pay rate: $31.86 - $36.54 hour/$57,985 - $66,503 annually

Grade 722, Merit full-time position, 35 hours per week

Position closing date: June 3, 2025

Please Note: This position will close at 11:59 p.m. on June 3, 2025. To be considered for the role, ensure that your application is submitted before the deadline. The position will be removed from the website as of 12:00 a.m. on June 4th.

Calvert County Government offers a comprehensive benefits package designed to support employees' health, financial well-being, and work-life balance. Benefits include:

15 days of sick leave

10 days of annual leave

5 days of personal leave

13 paid holidays *14 in an election year

Defined Contribution Plan

457(b) Deferred Compensation Plan

35-Hour workweek

Medical, dental, and vision coverage

Flexible spending accounts

Up to 80% tuition reimbursement

Gym membership discounts

Please Note: A complete application is required to be considered for a position within Calvert County Government. All prior work experience, education, and other certifications should be entered into the application and supplemental questions should be answered completely. Attachments are not provided to hiring managers unless you are selected for an interview.

Accommodations will be made for individuals with disabilities upon reasonable notice. County application required.