Administrative Assistant
About Rossi Group
Rossi Group is a growing engineering and planning firm with locations in Hunt Valley, MD and Dover, DE. Our dedicated staff of 50 professionals is serving state and private clients in the mid-Atlantic region. We provide multi-modal planning and engineering, construction inspection, and utility services.
Rossi Group provides competitive salaries and a comprehensive benefits package that includes a 401k retirement match, profit sharing, paid holidays, paid leave, and medical insurance. Our company culture focuses on work life balance, continued education, and community involvement.
Job Description
Rossi Group is seeking a results-driven and focused Administrative Assistant to work onsite at the MDOT State Highway Administration (SHA) Office at 707 N. Calvert Street Baltimore, MD 21202.
This is a Non-Exempt; full-time; 40 hours per week; (Monday through Friday) position. This position will offer flexible work from home schedule up to 2 days a week. Tuesday is the required in-office day for all SHA onsite staff.
This position offers an anticipated salary range of $30/hr to $35/hr dependent upon experience, certifications, and abilities.
Miniumum Qualifications
Bachelor’s degree from an accredited college or university.
At least 3–5 years of relevant experience in an administrative, grants management, or program coordination role, preferably within a government or nonprofit organization.
Must be eligible to work in the United States.
Experience working with or for a state agency or familiarity with public sector operations is strongly preferred.
Evaluation of Position
Evaluation of education and experience
Pre-employment background investigation
Client acceptance
Duties and Responsbilities
Draft official letters, including approval, denial, and award announcements, using established and agency guidelines.
Manage the end-to-end review and approval process for draft correspondence and documents, ensuring timely coordination with multiple internal departments.
Prepare and format grant submission documents using agency-approved templates for various programs.
Draft and review closeout letters that formally conclude grant-supported projects, ensuring alignment with agency and funding requirements.
Maintain organized and secure digital records of all grant applications, supporting documents, and correspondence for audit and review purposes.
Attend assigned program and stakeholder meetings; take detailed notes and prepare meeting summaries for internal distribution.
Coordinate and schedule internal and external meetings, including logistics, agenda preparation, and follow-up communication.
Draft and review Memoranda of Understanding (MOUs), amendments, and supplemental agreements, in collaboration with program and legal staff.
Ensure compliance with state and federal grant regulations and internal procedures in all administrative tasks.
Support general administrative functions and special projects as needed.
Knowledge and Skills
Strong written and verbal communication skills, with experience drafting professional documents and formal correspondence.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
Ability to manage multiple tasks and deadlines with a high level of accuracy and attention to detail.
Familiarity with federal and state grant requirements, including Uniform Guidance (2 CFR Part 200).
Understanding of Maryland state laws, regulations, and agency procedures preferred.
Excellent organizational and file management skills, particularly with digital records and document tracking systems.
Ability to work independently and collaboratively in a fast-paced, mission-driven environment.
Skilled in handling sensitive and confidential information with discretion.