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ADMINISTRATIVE SPECIALIST I

Records Coordinator

Recruitment #18-001755-0025

GRADE

10

LOCATION OF POSITION

6776 Reisterstown Road,Baltimore, Maryland 21215

Main Purpose of Job

The purpose of this position is to audit, record and maintain the Department of Public Safety and Correctional Services (DPSCS) technology equipment fixed asset records in accordance with policies and procedures implemented by the department of Information Technology & Communications Division as well as the governing agency the Maryland Department of General Services.

POSITION DUTIES

• Manage the inventory detail records of the technology equipment received, deployed, disposed and transferred using the Department of Public Safety and Correctional Services (DPSCS) asset tracking system Atrack.
• Ensure that all procedures relating to the care, maintenance and security of technology equipment is followed in accordance with the DPSCS, ITCD and the Maryland Department of General Services.
• Create the property record in Atrack from the purchasing documentation provided by Procurement and the receiving documentation received by the Property/Facilities Management Unit receiving staff.
• Ensure the accuracy of the equipment received and documented before the information is entered into the fixed asset system by reviewing all documentation associated with the purchase order and the requisition.
• Evaluate technology equipment requests and availability and authorization. Prepares proper documentation for deployments, redeployments and transfer information into Atrack.
• Provide approval to ITCD Finance upon request that all associated items to the purchase order have been received, tagged and entered into the fixed asset system Atrack. Provides a report from Atrack of the items associated with the purchase order/credit card has been entered into the fixed asset system.
• Record the disposal of technology equipment from the approved Excess Property Declaration (EPD) according to the Maryland Department of General Services approved removal from the fixed asset records.
• Reconcile the Atrack records by, investigating variances and correcting areas.
• Provide bi-weekly status reports to the Director of Property/Facility Management
• Attend bi-weekly scheduled one-on-one with management to discuss various issues within the Property/Facility Management Unit that’s associated with the updating of Atrack for IT fixed assets.
• Provide the bi-weekly report to the DCIO, CNO and the Desktop Team Management relating to outstanding transfer documentation to the ITCD Property Management Unit.
• Reconcile all outstanding transfer documentation with the Desktop Team and Manager within (3) business days of deployment.
• Verify the accuracy of the bi-weekly inventory conducted by the ITCD Property Management Receiving Team.
• Request all approvals from management for cost adjustments, old acquisitions and new acquisitions not previously entered into the Atrack Fixed Asset System updates to be completed.
• This information is to be provided to the Director at the end of each month to complete the monthly acquisition reconciliation.

MINIMUM QUALIFICATIONS

Education: Completion of 60 credit hours at an accredited college or university.

Experience: None

Notes:

1. Candidates may substitute one year of experience in administrative or professional work for the required education, at the rate of one year of experience for 30 credit hours, for up to 60 credit hours of the required education.

2. 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.

DESIRED OR PREFERRED QUALIFICATIONS

The following qualification is preferred, not required:

6 months experience with Microsoft Word, Excel and Email.

6 months of data entry experience.

6 months experience working in a warehouse environment.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. Therefore, it is important that you provide complete and accurate information on your application. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.

BENEFITS

FURTHER INSTRUCTIONS

To submit qualifying documents; the preferred method is to upload them using the "other" tab on the online application. However, if you’re unable to upload your documents, please fax requested information only to 410-585-0570 (providing a cover sheet with your contact information, recruitment name, recruitment number and the number of pages faxed). We will not consider information submitted after the closing date of this announcement.

Resumes will NOT be accepted in lieu of completing the online or paper application.

Online applications are STRONGLY recommended; if you do not have internet access, please mail the Maryland State Application (paper) by the closing date to:

HRSD-Recruitment & Examination

ATTN: A. Lucas

6776 Reisterstown Road, Suite 309

Baltimore, MD 21215

For more information, please call 410-585- 3330

As an equal opportunity employer Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.

TTY Users: call via Maryland Relay

We thank our Veterans for their service to our country, and encourage them to apply.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.