Administrative Assistant; Administrative Specialist III

Introduction

Telecommunications Access of Maryland (TAM) provides equipment and services for Marylanders who have difficulty using a telephone. TAM administers both Maryland Relay, the free public service that allows people who are unable to use a standard telephone to make and receive calls; and the Maryland Accessible Telecommunications (MAT) program, which distributes State-provided assistive telecommunications equipment to qualified applicants. This Position is eligible for Telework.

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MDOD - 301 W. Preston St. Baltimore, MD 21201

This position provides front‑line reception and administrative support to the Telecommunications Access of Maryland (TAM) team, ensuring smooth day‑to‑day office operations and a positive experience for constituents, visitors, and staff. The incumbent serves as the first point of contact for callers and walk‑in visitors, supports meeting and office logistics, and maintains an organized, accessible, and welcoming office environment. The position also assists with data, records, and special projects including planning and coordinating TAM’s relocation to a new office space in support of TAM’s mission to provide accessible telecommunications equipment and services to Maryland residents with disabilities.

Office Operations and Support:

• Arrange parking for visitors to the office as needed.
• Maintain a visitor log and coordinate with building security or building reception as required.
• Monitor and distribute incoming mail and packages; prepare outgoing mail as required.
• Pack and ship equipment and devices for staff and constituents.
• Maintain office supplies and place orders as needed to ensure adequate inventory.
• Coordinate routine office maintenance requests (e.g., copier or printer repair, janitorial issues) and track completion.
• Maintain the break room and ensure cleanliness and organization of shared spaces and communal areas.

Receptionist and Constituent Contact Responsibilities:

• Serve as the first point of contact for callers and walk‑in visitors, answering questions or directing them to appropriate staff or resources.
• Greet visitors and constituents in person, ensure they sign in (if applicable), and notify the appropriate staff member of their arrival.
• Respond to inquiries received through TAM’s general phone line and email account and refer them to appropriate staff or external resources, as needed.
• Assist constituents with basic troubleshooting of devices or services over the phone.
• Log and track constituent interactions (calls, emails, walk‑ins) as directed, using TAM databases or tracking tools.

Meeting and Scheduling Support:

• Reserve conference rooms and coordinate logistics for internal meetings (in‑person and virtual).
• Assist with scheduling internal meetings at the request of TAM staff (e.g., identifying available times, sending calendar invitations).
• Set up meeting spaces, including A/V equipment, printed materials, name tents, and refreshments, as applicable.
• Start and monitor virtual meetings (Zoom/Teams), including sharing links with attendees and providing basic troubleshooting support.

Administrative Support:

• Assist with data entry and filing of documents to maintain organized electronic and paper records.
• Provide general administrative support for the TAM team, including preparing routine correspondence, simple spreadsheets, and basic reports as directed.
• Serve as back‑up for Communication Facilitator (CF) scheduling when needed, following established procedures to receive requests, coordinate with CF schedulers, and communicate with constituents.
• Support planning and execution of TAM’s relocation to a new office space, including assisting with inventories, packing coordination, space setup tasks, and related logistics.

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.

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