Job Abstract

THIS IS A NON-CIVIL SERVICE POSITION

POSTING DATE: 05/14/2024

CLOSING DATE: 08/13/2024 AT 12:00 MIDNIGHT

SALARY: $53,881.00 - $86,210.00 Annually

AGENCY OVERVIEW

The Baltimore City Fire and Police Employees’ Retirement System (F&P, Plan, System) was established July 1, 1962, by City law and has been amended periodically. and. The Baltimore City Fire and Police Employees’ Retirement System (F&P) is the administrator of a defined benefits local government retirement plan covering all sworn-uniformed personnel of the Baltimore City Fire and Police Departments. The F&P provides service retirement, deferred retirement option plan benefits, disability and death benefits for its members and eligible beneficiaries. The retirement plan services over 3,600 active members, and over 6,000 retirees and beneficiaries.

POSITION DESCRIPTION

BCFPERS is seeking an experienced candidate for the Executive Assistant position reporting to the agency Executive Director. The F&P Executive Director oversees the administration of the benefits, investment programs, financial reporting, accounting, budgetary, actuarial, and fiscal activities for the retirement plan.  The Executive Assistant will oversee the day-to-day operations of the Executive Director’s office and troubleshoot daily office needs. The Executive Assistant role works in conjunction and supports the investment & accounting department, public relations and the office secretary. This position has recurring contact with the F&P Board of Trustees. 

ESSENTIAL FUNCTIONS

Administrative Support

• Provides broad, executive-level administrative support for the executive director.
• Preparing and briefing the executive director for upcoming meetings, events, commitments, and projects.

• Conducts research and compiles information for reports and presentations pertinent to administration and finance operations and strategic objectives.
• Applies discretion to triage and manage complex, sensitive situations resulting from a wide range of requests, questions and problems directed toward the executive director’s office, and/or team. Appropriately prioritizes, addresses and/or identifies the level of urgency and escalates.
• Responsible for the timeliness, quality and accurate completion of own work as well as collaboration with leadership and the executive's direct wider team on behalf of the executive.
• Contributes to the overall success of the executive director’s office by performing other essential duties and responsibilities as assigned.

Calendar Management

•  Maintains calendar of appointments for the Executive Director.

Receptionist

• Welcome guests in-person and greet callers by telephone.
• Answers, screens, and refers emails and triage telephone calls. Uses discretion in assessing the priority and urgency of the messages.

File and Records Management

• Organize and maintain Executive Office electronic and physical files for easy retrieval, revision, and record keeping purposes.
• Oversee the filing system, create files and records as necessary using judgment and knowledge of office requirements.
• Follow retention and purging schedules according to office policy.  

Communication and Correspondence

• Opens, sorts, and manages personal and office mail.
• Strong collaboration and communication skills are required, including information exchange with internal and external contacts.
• Must have exceptional writing and editing skills, as drafting and managing executive correspondence is a key component of the position.

F&P Board of Trustees

• Serve as liaison to the F&P Board of Trustees and agency senior leadership.
• Assists with the preparation of quarterly reports to the F&P Board of Trustees.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, include advance distribution of materials before meetings in electronic/paper format.
• Organize internal and external meetings, including notifying attendees, reserving conference rooms, drafting and distributing agendas, tasking out briefing documents, taking minutes and circulating minutes after the meetings.
• Photocopies, faxes and assembles materials.

Event Planning & Coordination

• Plan and handle logistics for Board of Trustee meetings, and internal and external social gatherings.
• Order food and beverages.

• Manage event cost, and work with accounting to ensure vendor invoices are paid.

Travel Arrangements 

• Facilitates efficient and cost-effective official travel for the Executive Director and Board of Trustee members by making travel arrangements and preparing associated approval forms and expense reports.
• Arrange detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Purchasing

• Handle vendor contracts for bottle water and coffee service.
• Order office supplies

Special Projects

• May undertake special, diversified, longer-term projects requiring interaction with multiple teams. Could be expected to lead on projects related to administrative initiatives.

EDUCATION AND EXPERIENCE REQUIREMENTS

EDUCATION: A bachelor’s degree from an accredited college or university.

AND

EXPERIENCE: Have five years of experience in performing executive level administrative support work including two years working in a confidential environment.  

OR

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

High school diploma and seven years of experience in performing executive level administrative support work including two years working in a confidential environment.

Preferred Qualifications

• Must have a solid knowledge of office management policies/procedures and business protocol for working with executive management. 
• Background in Finance, Investments, Benefits.
• Intermediate skill level in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint) and overall aptitude for technology.
• Proficient social media skills a plus.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the principles and practices of public administration.
• Ability to plan, organize and coordinate a program of administrative functions in a governmental organization.
• Ability to develop, implement and interpret policies, procedures and directives.
• Ability to research and compile administrative reports and documents and to analyze planning reports and statistical information.
• Ability to deal with confidential materials and situations with discretion, tact and diplomacy.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to work well under pressure and tight deadlines while balancing competing assignments.
• Ability to remain flexible and adaptable to shifting priorities while remaining responsive to urgent requests.
• Ability to take ownership of a project or process and use problem solving skills to resolve issues.
• Ability to accurately maintain electronic and physical records.

NOTE: Those eligible candidates who are under final consideration for appointment to positions in this class will be required to authorize the release of criminal conviction information.

Financial Disclosure:

This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law. 

BALTIMORE CITY AN EQUAL OPPORTUNITY EMPLOYER