GRADE
11
LOCATION OF POSITION
This position is with the Maryland Department of General Services, Business Administration Enterprises. The position is located in Baltimore, Maryland.
Main Purpose of Job
As the Administrative Specialist II in the Capital Grants Division, this position will serve as the Capital Grant Division’s primary accounting liaison for the DGS Fiscal Services Division. This position administers the processing of invoices that are submitted to the Capital Grants Office for payments to vendors and grantees for the caseload of over 1,700 active capital grants. This position facilitates the agency’s mission of providing fiscal oversight of State funds by interpreting the intent and scope of the authorizing legislation, ensuring the approved project and subsequent contracts are technically eligible and allowed for funding. The main purpose of this position is to assist with the processing of invoices and payments to the grant recipients that participate in the Maryland Capital Grant and Loan (CGL) Program, which administers over $1.4 billion in capital grant projects. The Capital Grants & Loans Program is responsible for carrying out the terms, conditions and requirements of the State legislation that appropriates grant funds State-wide for the benefit of nonprofit organizations, local municipalities and county governments, and other specific non-State owned projects. Funds are allocated to local recipients, including municipalities and non-profit organizations, subject to the approval of the Maryland Board of Public Works, for capital projects. Projects may be funded in whole or in part by the State. In addition to Administrative Specialist II duties, this position will also assist with providing database management duties for the Capital Grants Office. These database management duties will include assisting with maintaining an organized electronic filing system. This position will also assist with digitizing all grantee and Project Data for storage purposes. This position will also assist with collecting and compiling data electronically on all grantees and projects that is easily accessible when Grant Administrators, Grantees, Senior DGS Leaders and Program stakeholders need it. This position would also assist with reviewing data for completeness and accuracy. Which is also a very important task because of the size and scope of the over 1,700 active capital grant projects that we now administer statewide.
Note: This is a skilled service position.
POSITION DUTIES
Duties for this position include, but are not limited to:
• Administer the processing of invoices that are submitted to the Capital Grants Office for payments to vendors and grantees for the caseload of over 1,700 of active capital grants that are valued at over $1 billion.
• Assist the Capital Grants Division Director and Grant Administrators with recommending eligibility determination and contract approvals in compliance with recipient’s Program requirements; and assist with preparing Contract Eligibility approval letters for grantees.
• Serve as the primary point of contact for grantees, Capital Grants Division Staff, DGS senior leaders and for program stakeholders for communicating the status updates of outstanding payments that need to be processed for grant projects statewide. Also responsible for communicating with elected officials /General Assembly sponsors and representatives of other state agencies who are seeking a status update on outstanding invoices.
• Employee also assists Grants Administrators with conducting reviews of contracts that are submitted by grantees, including reviewing supporting documentation, to ensure that the actions of grantees comply with Program requirements, policies, and procedures.
• Employee also assists with reviewing contracts and change orders documentation for payment eligibility that are submitted by the grantees including/
• A/E and construction contracts and procurement actions including competitive bids.
•
Land acquisitions
• Requests for proposals, small purchases, sole source, negotiations,
• Invoices for equipment and material purchases, etc.
• Employee is also responsible for informing the Program Manager if any special stipulations impact the eligibility of project costs for funding.
• Creates and maintains comprehensive electronic and hard project records for their regionally assigned caseload of capital grants including capital budget appropriations, procurement actions/contracts, eligibility determinations and disbursement of funds for the geographically assigned caseload of capital grants.
• Assist with maintaining an organized electronic grants database system. Adding new grant information, revising grant information, and updating grant information for the employee’s geographically assigned caseload of capital grants.
• Assist with digitizing all grantee information and Project Data for storage purposes.
• Assist with collecting and compiling data electronically on all grantees and projects that is easily accessible when Grant Administrators, Grantees, Senior DGS Leaders and Program stakeholders need it.
• Assist with reviewing data for completeness and accuracy for the over 1,700 active capital grant projects that the Capital Grants Office administers statewide.
•Delivers presentations at regularly scheduled workshops providing training related to the Capital Grants post-authorization process to grant recipients and beneficiaries on the process for review and approval of contracts and disbursement of grant funds for Grant recipients and, local officials, elected State representatives.
• Responds to local officials, elected State representatives, representatives of other federal/State agencies or federal/State auditors, and financial institutions regarding program policies as it relates to disbursement of program funds.
MINIMUM QUALIFICATIONS
Education: Completion of 60 credit hours at an accredited college or university.
Experience: One year of experience in administrative or professional work.
Notes:
1. Candidates may substitute experience as defined above for the required education at the rate of one year of experience for 30 credit hours, for up to 60 credit hours of required education.
2. Candidates may substitute 90 credit hours at an accredited college or university for the required education and experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required education and experience.
DESIRED OR PREFERRED QUALIFICATIONS
Strong preference will be given to applicants who possess the following preferred qualifications. Include clear and specific information on your application regarding all qualifications.
1. Experience with finance or basic accounting, analytical ability.
2. Excellent oral and written communication skills.
3. Experience with basic working knowledge of COMAR (The Code of Maryland) and other Maryland procurement regulations and the ability to review.
4. Ability to comprehend and then determine which capital grant project related expenses are eligible for payments to grantees.
SPECIAL REQUIREMENTS
Candidate may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned
SELECTION PROCESS
It is important that you provide complete and accurate information on your application. Please include all experience and education that is related to this position. All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered. Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week; you must include the time spent on such activities on your application.
Successful candidates will be placed on the employment eligibility list categorized as BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED. The eligibility list will be valid for one year and may be extended. The list will be used by the hiring authority to select employees for interviews. Eligible lists may be used to fill future vacancies of the same classification.
Note that for any position requiring a college degree or college credit, you will be required to submit a college transcript prior to being offered a position. You may submit your transcript as part of the application process.
You MUST possess the minimum qualifications before you may be selected for a State job – verification will be completed upon hire. If you are scheduled to complete an educational or licensing requirement within six months of being placed on the eligibility list, you may participate in the selection process. Permanent State employees may also complete necessary experience requirements within six months of the date of being placed on an eligibility list.
Please note, selected candidates may be required to complete and successfully pass a State and Federal fingerprint background check prior to being hired.
You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.
EXAMINATION PROCESS
The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.
BENEFITS
FURTHER INSTRUCTIONS
Contact (kendra.young1@maryland.gov) or call 410-767-4410 with questions about this recruitment.
The on-line application process is STRONGLY preferred. Apply online at www.dgs.maryland.gov – click on employment on the left side of the screen. If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Suite 1311, Baltimore, MD 21201 by the closing date and time.
TTY Users: call via Maryland Relay
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.
