THIS IS A NON-CIVIL SERVICE POSITION

CITY OF BALTIMORE, MAYOR’S OFFICE OF NEIGHBORHOOD SAFETY AND ENGAGEMENT

ADMINISTRATIVE COORDINATOR – OPERATIONS SPECIALIST I

POSTING DATE:

11/28/2025

HOURS/SALARY RANGE:

Full time, 40 hours/week            Salary $ 59,964-95,796

GET TO KNOW US

Welcome to the City of Baltimore! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the City of Baltimore, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or are interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team!

The City offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn more about our benefits here: https://humanresources.baltimorecity.gov/hr-divisions/benefits.

Mission Statement

To ensure Baltimore City government offers a best-in-class resident experience that centers equity when engaging with residents and communities, allocating budget dollars, conducting oversight of city agencies, and enacting legislation.

Our Vision

We will innovate, advocate, and deliver results across City government and neighborhoods so that residents, business owners, and visitors champion Baltimore as the best place to visit, live, work, and play.

Values

· Results: Constantly striving toward “best-in-class” city services.

· Innovation: We don’t settle for the status quo; transformational results require creative problem-solving.

· Community Centered: Our people make Baltimore great, and those residents inform every decision.

· Joy: Baltimore has so much to celebrate, and we proudly share its stories with each other and the world.

SUMMARY OF POSITION

The Administrative Coordinator is responsible for the daily administrative duties required to support the MONSE staff and Agency Executives (MONSE Director and Chief of Staff). Additionally, the Coordinator will oversee office management and assist with other administrative tasks. This role is critical in ensuring the operational efficiency and effectiveness of MONSE as an agency. The position requires strong alignment with City of Baltimore's and MONSE's mission, values, and strategic vision, as well as demonstrated success, sound judgment, and flexibility working in a complex, fast-paced environment. The successful candidate will work well under pressure, be adaptable and trustworthy, have demonstrated emotional intelligence, effective organizational skills, and a desire to contribute to Baltimore’s comprehensive violence prevention efforts.

ESSENTIAL FUNCTIONS

(The following examples illustrate the work performed in this position.  Position may require some, or all, of these examples; this list is not inclusive.  Position may require related duties not listed if necessary to accomplish the work of the agency.)

Executive Support

• Complete a broad variety of administrative tasks for the agency executives, including reviewing and routing email correspondence, scheduling and managing extremely active calendars of appointments; completing expense reports; composing and preparing electronic and printed correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plan, coordinate, and ensure the agency executives’ schedules are followed and respected. Additionally, work closely and effectively with the agency executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping agency leadership updated.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the agency executives’ ability to effectively focus on the work and lead.
• Prioritize conflicting needs; handle matters expeditiously, proactively, confidentially, and follow- through on projects to successful completion, often with deadline pressures.
• Train new staff as assigned.
• Identify and fill gap spaces that are administrative in nature.
• Act as a liaison between the executive office and other departments.
• Assist in coordinating the agenda and developing materials for Lead Team meetings, all-staff meetings, and team retreats.
• Perform other related duties as assigned.

Office Management

• Serve as the lead point of contact for matters involving the agency’s office space and all executive office matters
• Perform office tasks including maintaining records of spend, ordering supplies, and performing basic bookkeeping.
• Maintain a professional and organized work environment.
• Coordinate and manage executive office meetings, events, and conferences.
• Ensure that all executive office documents and records are properly maintained.
• Assist in the development and implementation of executive office strategies and policies.
• Monitor, answer, and properly route agency’s main phone line and email inbox.
• Assist in recruitment process, including but not limited to preliminary resume reviews, questionnaire distribution, management follow-up and interview scheduling.

Agency Purchasing

• Working closely with the MONSE Finance Chief, act as the main purchaser for the agency using the agency’s procurement card (P-Card) and maintain auditable records related to P-Card expenditures
• Work with MONSE staff to provide support in procurement activities for programs and initiatives and serve as liaison between MONSE and Department of Procurement.
• Track and report procurement activities with goal of identifying trends, opportunities to improve quality, reduce costs, and support, ROI/performance evaluation.
• Interview vendors to obtain price and product information concerning the ability of vendor to produce product or service and to meet delivery dates; makes recommendations on products and services to agency leadership.
• Coordinate travel purchases associated with the agency.

Communications, Partnerships, and Outreach

• Edit and complete first drafts for written communications to external stakeholders.
• Maintain MONSE’s CitiWatch Community Partnership Database.

EDUCATION AND EXPERIENCE REQUIREMENTS

• High school diploma required; Bachelor's degree in Business Administration, Public Administration, or related field preferred.
• At least five 5 years of experience in supportive role to senior executive with office management experience.
• High level of proficiency in the Microsoft Suite preferred.
• Previous experience in government or public sector preferred.

LICENSE, REGISTRATION AND CERTIFICATE REQUIREMENTS

• N/A

KNOWLEDGE, SKILLS, AND ABILITIES

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Ability to proactively identify problem areas and recommend appropriate solutions based on logical consideration of alternatives.
• Ability to prepare reports or recommendations clearly and concisely.
• Must be a proactive, self-starter who is able to take the lead on tasks with minimal direction.
• Effective communicator with strong interpersonal skills and proven ability to develop productive, positive working relationships.
• Exceptional organizational awareness and the ability to analyze and brief senior leaders.
• Consistent ability to exercise sound judgment and discretion.
• Demonstrates high levels of emotional intelligence and integrity.
• Ability to maintain confidentiality.
• Flexible and creative problem solver with result-oriented focus.
• Strong analytic and organizational skills with demonstrated attention to facts and detail.
• Ability to effectively manage multiple priorities simultaneously.
• Ability to identify and analyze problems and to propose and implement solutions.
• Ability to collaborate with individuals at all levels of the agency.
• Ability to establish and maintain effective working relationships with City officials, community and business groups and members of the public.

ADDITIONAL INFORMATION

BACKGROUND CHECK

 Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint screening and must be successfully completed.

PROBATION

All persons, including current City employees, selected for this position must complete a 6-month mandatory probation.

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.

EQUAL OPPORTUNITY STATEMENT

Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression, or any other characteristic protected by federal, state, or local laws. Applicants requiring accommodations during the hiring process should contact the Department of Human Resources directly. Requests for accommodations should not be attached to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER