Skip to Main Content

Powered by JobAps

ADMINISTRATIVE SPECIALIST III

Administrative/Contract Specialist

Recruitment #18-002043-0046

Introduction

This position is limited to permanent and contractual Maryland State Employees.

GRADE

12

LOCATION OF POSITION

Department of Public Safety & Correctional Services

Division of Capital Construction and Facilities Maintenance

6776 Reisterstown Road

Baltimore, Maryland 21215

Main Purpose of Job

This position functions as the Administrative/Procurement Specialist for the Division of Capital Construction and Facilities Maintenance (DCCFM). The responsibilities of this position include assisting the Assistant Director, Contracts and Programming in managing and supporting the procurement and contract administration functions of DCCFM to include assisting, soliciting, evaluating, negotiating, awarding and administering the Division's contracts. Additionally, this position functions as the Division's Minority Business Enterprise (MBE) Coordinator who interacts with the Department's MBE Office and prepares submissions for the Department's Procurement Review Group.

POSITION DUTIES

Some of the duties for this position include, but are not limited to:

1) Assists in procurement and contract administration for the Division of Capital Construction and Facilities Maintenance (DCCFM) provides support for preparing Requests for Proposal and Invitation for Bid Contract solicitation and award documents; reviews contract items to ensure solicitations are in compliance with State regulations, submits solicitation documents and Notification of Awards to eMaryland Marketplace; attends pre-bid meetings and responds to written questions; reviews and issues addenda; advises architects, engineers and bidders as to the policies and procedures that relate to State procurement and contracts; assists in conducting bid openings and evaluates bid/proposals for legal compliance; prepares contract awards and change order documents for the State Board of Public Works (BPW) and the Department's Public Safety Procurement Review Board's (PSPRB) approval and transmission to the appropriate board.

2) Assists in contract administration for the Division; provides support for developing and issuing contract documents to contractors; evaluates executed contracts and documents for compliance with procurement and contract regulations; confers with the State Office of the Comptroller and the State Office of the Attorney General on contracts, bids, administration issues and other State agencies concerning contract terms, conditions and other requirements (such as prevailing wages); creates/closes out purchase orders and blanket purchase orders in the State's Financial Management Information System (FMIS); ensures contract compliance with the State's eMaryland Marketplace, Minority Business Enterprise (MBE) and Small Business Reserve programs; and is responsible for the management for contract files and the processing of all invoices, including the entry of invoices into the Division's database.

3) Functions as the Division's MBE Coordinator and interacts with the Department's MBE Office and the Governor's Office of Minority Affairs; verifies and processes MBE participation documents; MBE information for monthly, quarterly and yearly reports and for the MBE disparity report as required; monitors MBE participation for compliance and attends MCE outreach meetings on conference; evaluates a project's MBE participation for submission to the PSPRB in coordination with the Assistant Director for Contracts and programming, Director of DCCFM and the MBE Office; gathers and prepares information for and attends the Program Review Board and records meeting minutes; and tracts MBE participation goals for DCCFM.  Serves as a member for the State's MBE Advisory Committee and attends committee meeting as the Department's representative.

4) Assists in the preparation and distribution of various reports; responsible for retrieving and reviewing monthly encumbrance reports from FMIS and for updating funding amounts prior to distribution; responsible for creating and submitting Procurement Agency Activity Reports (PAAR) of all projects for $25,000 or more to the BPW.

5) Performs other related duties as required.

MINIMUM QUALIFICATIONS

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.

DESIRED OR PREFERRED QUALIFICATIONS

The following qualifications are preferred, not required:

Experience using eMaryland Marketplace (eMM) with verifying and processing of State Minority Business Enterprise (MBE) regulation.

Experience using Financial Management Information System (FMIS)

Experience using Relational Standard Accounting and Reporting System (R*STARS)

Experience using Advanced Purchasing and Inventory Control System (APICS) accounting program

LIMITATIONS ON SELECTION

This position is limited to permanent and contractual Maryland State Employees.

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.

Please make sure that you provide complete and accurate information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after the above closing date.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are STRONGLY recommended; if you do not have internet access, please mail your application by the closing date to:

Department of Budget & Management
Recruitment & Examination Division
301 W. Preston St, Suite 608
Baltimore, MD 21201

For more information, please call 410-767-4854.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.

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 your application by the closing date to:

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.