Administrative Assistant - Health Department

City of Baltimore, MD - Baltimore, MD4.0

Full-time | Temporary$31,000 a year
Class Description
Salary: $31,488 Annually

The Baltimore City Health Department's HIV / STD Prevention Program is seeking an individual to provide primary administrative support for staff working on the PrEP (Pre-exposure Prophylaxis) program. This person will also support the HIV testing program, BCHD's U=U initiative, the Baltimore City HIV Planning Group and Commission, and other activities across the Clinical Services and HIV Prevention Services bureau, as needed. This person will be responsible for managing logistics and administrative details of these projects. A high level of organization, flexibility, and attention to detail is necessary for this position.

This is a unique opportunity to be part of a team of dedicated public servants committed to having an immediate and lasting impact on their community.

Essential Functions Include:
Manage all aspects of planning and scheduling meetings such as completing Doodle Polls or other methods for scheduling meetings, reserving meeting spaces, securing and preparing necessary supplies (e.g., projector, laptops, name tags, attendance sheets, easels), prepare packets/handouts.
Arrange catering, sends out reminders emails and phone calls, and records, edits, submit for review, and take and distribute meeting minutes.
Compile and edit reports, forms and summaries for senior staff and external funders.
Process vender invoices for HIV Prevention Services.
Responsible for office management activities, such as maintaining email lists and groups, maintaining a project calendar, producing and distributing written correspondence, assisting with travel arrangements, and collaborating with internal procurement staff to maintain supplies and inventory.
Coordinates on boarding of new employees and internal HR processes.

Required Knowledge, Skills & Abilities:
Ability to work independent and as part of a team.
Knowledge of office management systems and procedures.
Excellent time management skills and ability to multi-task and prioritize work.
Attention to detail and problem solving skills.
Excellent written and verbal communication.
Strong organizational and planning skills.
Proficiency in internet research and MS Office, including managing calendars and scheduling meetings, etc.

Equipment, Machine and/or Tool Requirements
This position primarily involves use of standard office equipment (PC, projector, photocopier, fax machine). Successful applicant must have a good understanding of Microsoft Office Suite and Windows, and an aptitude for learning web-based tools involved in scheduling and communicating with large groups.

Minimum Education and Experience Requirements
Graduation from an accredited high school or possession of a GED certificate an two years of office and administrative support experience using office-automated equipment.

Equivalencies: Equivalent combination of education and experience.

Licenses, Registrations and Certificates: Not Applicable.

Note: Those eligible candidates who are under final consideration for appointment in this position will be required to authorize the release of criminal conviction information and submit to drug and alcohol testing.

This a Grant Funded Temporary Position