Administrative Assistant II

Salary : $48,531.00 - $77,744.00 Annually

Location : Annapolis

Job Type : Full-Time

Job Number : 202500115

Department : CENTRAL SERVICES

Opening Date : 10 / 29 / 2025

Closing Date : 11 / 12 / 2025 11 : 59 PM Eastern

Job Summary

The Administrative Assistant for the Central Services Department provides essential administrative and operational support encompassing Facilities Management, Fleet Operations, Risk Management, Real Estate, and Central Purchasing. Incumbent duties include maintaining comprehensive digital records; facilitating interdivisional communication; processing payroll time entries; entering requisitions; creating and reconciling purchase orders and invoices; monitoring budget allocations; generating performance and budgetary reports; managing complex calendars; identifying opportunities for process improvement; and upholding the highest standards of confidentiality and professionalism to ensure seamless delivery of departmental services.

This is a critical front-facing role that liaises with the Department Director and leadership team, City personnel in all departments, visitors, and the public.

Essential Job Functions

• Maintain a high degree of initiative, discretion, and skill in managing diverse administrative tasks across multiple service areas;
• Make independent routine decisions consistent with city and departmental policies and procedures;
• Receive and screen all visitors and telephone calls to the office;
• Assist with informational enquiries for service or information and refer calls to the appropriate staff member or departmental officer;
• Receive and processes routine correspondence and maintain records for accounting and reporting purposes;
• Improve administrative processes and complete tasks across the entire department;
• Coordinate daily schedules of appointments, conferences, and meetings on behalf of the Department Director and take initiative to adjust schedule to accommodate high priority requirements and provide alternate solutions;
• Process requisitions, purchase orders, invoices, reimbursements, payroll and monthly financial reconciliations for the department utilizing the City's financial software;
• Assemble budget records and work with the Director to plan, track, and report on program budgets and spending;
• Assist the Department Director with preparation of the annual departmental budget;
• Perform a wide variety of clerical duties, including receiving and responding to emails and letters, tracking documents and contracts, recording and distributing notes from meetings, keeping appropriate records and files, maintaining office supplies and equipment;
• Identify workflow inefficiencies; proposes and implement process and digitization improvements;
• Support special initiatives such as software rollouts, sustainability programs, and interdepartmental audits; and
• Perform other related duties as assigned by the Department Director or City Manager.

Qualifications

Education and Experience

Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical or administrative assistant roles to provide the knowledge, skills and abilities for the position.

Special Qualifications :

Possession of a valid Maryland Driver's License or the ability to obtain same with 30 days of employment.

Preferred Qualifications :

Knowledge, Skills and Abilities :

Employment Conditions

PHYSICAL / MENTAL DEMANDS

Exercises a high degree of independence while performing a wide variety of support services.

The work requires some walking and standing in the performance of daily assignments. Lifting of lightweight items and bending is required in stocking of supplies.

WORKING CONDITIONS

Work is performed in a dynamic environment that requires the need to be sensitive to change and responsive to changing goals, priorities, and needs.

Summary of Benefits for Civil Service

Work Hours : Minimum 35 hour work week, depending upon department operations.

Holidays : 12 paid holidays per calendar year.

Personal Leave : 3 personal days per calendar year (cannot be carried over).

Sick Leave : 15 days sick leave per calendar year, with unlimited accumulation.

Final sick leave balance is eligible for additional service credit towards retirement once eligibility requirements

have been met.

Annual Leave : Annual leave accumulates per calendar year as noted below (may carry over to the next calendar year 5 days of annual leave per year of service up to a maximum of 30 days).

Years of Service Days of Annual Leave

1 through 2 15 days

2 through 9 18 days

10 through 19 20 days

Longevity Leave : Longevity leave is in addition to the annual leave noted above. It cannot be paid out or carried over and must be used before your next anniversary :

Years of Service Days

20 through 24 1 day

25 through 29 2 days

30 or more 3 days

Health Insurance Plans (75% City Paid and 25% Employee Paid, unless otherwise noted) :

Retirement Plans : 457(b) Deferred Compensation Plans with MissionSquare, Nationwide Retirement Solutions or Voya Financial

Maryland State Retirement System (Civil Service) :

Employee Rewards & Recognition program

Eligible to join the State Employees Credit Union (SECU)

Please Note : This document is intended to be a brief summary only. Please refer to the individual plan documents, Collective Bargaining Agreements, and the Rules and Regulations of the Personnel System for additional details specific to your benefits.

REVISED 2023-08-24

01

Do you possess a valid Driver's License?

02

Have you earned a High School Diploma or GED from an accredited institution, or attained the comparable experience?

03

Do you have three (3) years professional experience in an administrative assistant, general clerical, or comparable position?

04

This position is in person, requiring on-site attendance 5 days a week in Annapolis, MD. Can you fulfill this requirement starting from the date of hire?

05

Are you bilingual or multilingual?

06

Please describe your professional experience processing departmental payroll, invoices, payables, check requests, or similar financial workflows.

07

Please describe the organizations, individuals, and titles for all those you've previously served as an administrative assistant.

08

Please describe your background creating or drafting executive reports, presentations, data visualizations, spreadsheets, or other communication tools for your organizational leaders.

09

Please describe your customer service experience while serving as an administrative assistant or in other professional roles throughout your career.

10

Please describe your expertise or proficiency in various administrative computer systems including but limited to the Microsoft and Google suites, financial / budget software, work order software, or other.

Required Question