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ADMINISTRATOR I (WCC employees only)

Recruitment #18-002586-0061

GRADE

16

LOCATION OF POSITION

Baltimore City, Maryland

Main Purpose of Job

This position functions as the Workers' Compensation Commission's (WCC) Senior Procurement Officer, Executive Project Manager, Fleet Administrator, and Corporate Purchasing Card Administrator. Carrying out procurement, budgetary, and policy/procedure analysis responsibilities in a timely and cost effective manner is essential for the accomplishment of the Agency's mission.

POSITION DUTIES

Senior Procurement Officer

Reviews and analyzes purchase requisitions to independently determine the most appropriate procurement method in accordance with State procurement laws and regulations (COMAR).

Independently conducts pre-bid/pre-proposal conferences, prepares minutes for conferences, and prepares written responses to inquires from potential bidders.

Determines issues of vendor responsiveness and vendor responsibility regarding submitted proposals.

Reviews and approves written specifications to make certain that products and services to be procured satisfy the WCC’s requirements and ensure competitive bidding.

Assigns less complex procurements to other staff and provide additional guidance and instruction as necessary.  Procurements are reviewed to ensure compliance with applicable statutes, regulations, and policies.

Ensures that approval processing paths in FMIS are appropriately defined and that all relevant procurements are entered into the system.

Develop and maintain efficient record keeping systems for all procurement related functions to satisfy internal and external audit requirements.

Maintains the inventory control account spreadsheet to document a record of all fixed asset purchases.

Responsible for preparing all procurement related reports, including the WCC’s monthly and annual submissions identifying the utilization of vendors certified as Minority Business Enterprises (MBE).

Functions as the Program Administrator for the WCC’s Corporate Purchasing Card Program.  Establish and maintain account codes, issues cards, and specify appropriate monthly limits for transaction volumes and dollar values for each cardholder.

Review monthly statements and associated receipts for all cards issued to ensure that purchases are properly documented and in compliance with all applicable regulations and policies.

 

Verify that all cardholders are promptly reconciling periodic statements and maintaining required activity logs and supporting documentation.

 

Executive Project Management

Participates with management in the formulation and administration of agency policies and procedures.

Assists in developing recommendations that are designed to improve efficiency and effectiveness of agency operations, including planning special projects to obtain information useful in the decision-making process.

 

Analyze changes in legislation to determine effect on the agency’s fiscal and accounting operations and recommend an implementation plan if needed.

Performs audit procedures to test the amount of payroll reported by Insureds as part of the Maintenance Assessment process and identify material exceptions.

Prepares financial reports/statements and analyzes/interprets reports for use by the Director of Fiscal Services, CFO, and other agency management.

 

Assists with close-out by reconciling reports, ensuring that items are properly accrued and adjusted at fiscal year-end, and recommend journal entries to adjust account balances.

Assists with annual budget preparation by analyzing past and present budget data to identify trends and project needs, compiling data for presentation of the budget, and monitoring expenditures/revenues throughout the year.

Participates in the audit process of agency fiscal operations by providing auditors with explanations of accounting procedures, providing documentation of fiscal transactions and assisting in the formulation and implementation of corrective action plans if required by audit exceptions.

 

Telecommunications

 

Issues Telecommunication Service Requests (TSRs) through the Financial Management Information System (FMIS) to obtain products and services in a timely manner.

Responsible for approval or denial of payments on telecommunication invoices for the WCC.  Reviews and confirms that the services were received and that invoice amounts are consistent with applicable rate schedules and contractual agreements.

Ensures the DBM telephone directory is updated with current information.

 

Issues mobile devices and handles service related issues regarding the mobile devices (changes to service type, performance issues, warranty issues, etc.). 

Responsible for sending monthly cellular bills to individual users for the users to identify personal calls for reimbursement to the WCC.  Once the user identifies any personal calls, this position is responsible for collecting and maintaining a record of the certification statement the user turns in with any required reimbursement.

Fleet Administrator

Maintains pool car availability calendar and assigns employees to vehicle when they request is made to use the vehicle.

Completes all required monthly and annual reports and other related documents/communications as required by DBM, other agencies, and/or vendors.

 

Ensures all vehicles are well maintained and routine maintenance occurs.

 

Ensures employees who request to drive a state vehicle are properly authorized to drive the vehicle.  Maintain this list on an ongoing basis.

MINIMUM QUALIFICATIONS

Education: A Bachelor's degree from an accredited college or university.

Experience: Four years of experience in administrative staff or professional work.

Notes:

1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required education and experience.

SELECTIVE QUALIFICATIONS

1. Four months of experience with FMIS, the State of Maryland’s financial management software package.

2. Four months of State of Maryland procurement experience.

 

LIMITATIONS ON SELECTION

For Workers' Compensation Commission employees only.

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.

SELECTION PROCESS

The examination will consist of a rating of the training and experience provided with your application.  Submission of a resume is strongly recommended. Please make sure that you provide sufficient 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 this date. 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

If you have any questions about this recruitment, please contact the Workers' Compensation Commission at 410-864-5230.

TO APPLY: Please include your resume along with your completed online employment application. During the online application process, use the Resume tab to select a method for including your resume (Upload Your Resume or Type or Copy/Paste Your Resume).

If you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing. Please include your resume along with your completed employment application.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION

Completed applications, required documentation, and any required addendums may be mailed to:

Workers' Compensation Commission

Attn: 18-002586-0061

10 E. Baltimore Street, Personnel Division
Baltimore, MD 21202

TTY Users: call via Maryland Relay

WCC is an equal opportunity employer. It is the policy of WCC that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.




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