ADMINISTRATIVE SPECIALIST III

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MDH, Prevention and Health Promotion Administration, Family Health and Chronic Disease Services, Baltimore, MD

The scope of this position encompasses advanced level administrative work supporting multiple stakeholders: 1. Director, Cancer and Chronic Disease Bureau (CCDB); 2. Director, Center for Tobacco Prevention and Control (CTPC); and 3. General operations of entire CTPC staff. The CCD Bureau Director oversees the Prevention and Health Promotion Administration's (PHPA) largest Bureau - encompassing 115 staff across four Centers. Thirty percent of this Administrative Specialist III position is dedicated to providing critical support to the Bureau Director, including preparing high level external correspondence, scheduling sensitive personnel matters, preparing complex legislative review materials during the annual General Assembly session and researching special topics as directed. Because this work involves technically complex and materially sensitive responsibilities, it requires the incumbent to exercise excellent judgment and be a motivated and proactive self-starter. The remainder of the Administrative Specialist III's time is dedicated to serving the CTPC and it's Director. The CTPC is a fast-paced unit of 20 professional and skilled staff that manages approximately $12 million annually -- serving internal and external stakeholders, 24 Local Health Departments (LHDs), and the citizens of Maryland. The incumbent drafts critical correspondence to LHDs, as well as grantees and contractors, and is responsible for responding to constituent inquiries statewide. The Administrative Specialist III works with CTPC leadership to develop, revise, and implement office protocol and procedures and maintains excellent record-keeping in line with audit requirements, including employee reports, grant agreements, progress reports, reconciliations, and other correspondence. The incumbent is also responsible for assisting the CTPC Director and three Division Chiefs with grant and contract management, including high-level tasks such as budgeting and expenditure management, preparing award letters, budget modifications, and other fiscal and programmatic reports. Because this work involves supporting a variety of different projects and programs within the CTCP, it requires that the incumbent demonstrate strong problem-solution skills in order to resolve administrative issues and develop recommendations for efficient systems for routine procedures and operations. Additionally, the incumbent must possess exceptional interpersonal skills with a track record of effective teamwork. This position is not eligible for employment visa sponsorship.

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

Experience:  Two years of experience in administrative or professional work.

NOTES:

1. Candidates may substitute experience as defined above at the rate of one year experience for 30 credit hours of education for up to 60 credit hours of the required education.

2. Candidates may substitute a Bachelor’s degree from 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.

The successful applicant must hold excellent organizational skills, take initiative, be able to develop presentations and communications/correspondence, hold information in discretion and confidentiality, have ability to appropriately prioritize, assess workplace needs and operations, and ensure accurate flow of projects and workplace initiatives. Some key duties/functions include drafting and preparing correspondence, organizing meetings, maintaining record-keeping and inventory, assisting with fiscal responsibilities and invoice tracking, handling internal and external communications, managing employee travel and logistics, soliciting bids, managing corporate credit card purchases and accounting, scheduling recruitments and interviews, and facilitating day to day operations of the Center, including mail, phone, photocopying, etc.

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.

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application.  Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview). Complete applications must be submitted by the closing date. Information submitted after this date will not be added. Candidates may remain on the certified eligible list for a period of at least one year.

Online applications are highly recommended. However, if you are unable to apply online, the paper application may be submitted to MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201.  The paper application must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.

Incorrect application forms will not be accepted.

If additional information is required, the preferred method is to upload. If unable to upload, please fax requested information only to 410-333-5689.  Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

Resumes will not be accepted in lieu of a completed application.

For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251. 

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov. 

Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.

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.