Protect our Land, Ascend with Us!

Ascension LLC is seeking a Clerical Support Specialist to provide administrative, documentation, communications, and coordination support to the Maryland Transit Administration (MTA) under the Transit Business, Organization, and Program Development IDIQ.

This position plays a key role in assisting analysts, planners, managers, and leadership with routine administrative tasks, document preparation, data entry, tracking, scheduling, records management, and coordination across multiple Task Orders issued through MTA’s Office of Planning.

Because the Clerical labor category represents lower annual hours and sporadic workload across TOs, this position is recommended as part-time and shared across multiple task areas and TOs rather than dedicated to a single role.

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Key Responsibilities

1. Administrative & Document Support

• Prepare, format, proofread, and package technical documents, memos, meeting notes, and deliverables.
• Maintain document repositories and file structures within SharePoint or other MTA-provided systems.
• Update templates, forms, and trackers to support TO deliverable production.

2. Scheduling & Meeting Coordination

• Schedule meetings, coordinate availability across MTA divisions, and manage virtual meeting logistics.
• Prepare agendas, meeting summaries, attendance logs, and distribute follow-up actions.
• Support coordination for focus groups, working sessions, or planning meetings.

3. Data Entry & Tracking

• Enter data into spreadsheets, databases, reporting logs, and operational trackers.
• Maintain simple performance logs, action item lists, intake forms, and activity trackers.
• Support quality checks on data collected by analysts, planners, or operations teams.

4. Communications & Stakeholder Support

• Assist in preparing communication materials for internal and external audiences.
• Coordinate email distributions, announcements, and document sharing.
• Maintain contact lists, distribution groups, and project communications channels.

5. Compliance, HR & Organizational Support

• Support the preparation of administrative materials for compliance (Title VI, ADA, drug/alcohol program documentation).
• Assist with workforce data entry, job documentation, and HR process coordination.
• Support recordkeeping for organizational development and policy review tasks.

6. Task Order Support

• Assist with collecting inputs for TO cost proposals, scheduling, and documentation.
• Maintain TO-level logs including deliverable calendars, quality checklists, and document submission confirmations.
• Provide clerical support to cross-functional team members based on TO requirements.

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Daily Activities

Assist with meeting arrangements and follow-up notes.

Update trackers, logs, and spreadsheets.

Format and finalize planning, scheduling, and operational documents.

Organize shared folders and maintain version control.

Support communication between MTA staff, project teams, and Ascension personnel.