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OFFICE MANAGER

Management Associate

Recruitment #18-002650-0021

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GRADE

13

LOCATION OF POSITION

This position is with the Maryland Department of General Services, Facilities Operations & Maintenance Division, Multi-Service Centers Superintendent’s Office, located at 3451 Courthouse Drive, Ellicott City, MD.

Main Purpose of Job

This Office Manager position will primarily assist the Superintendent and Assistant Superintendent in the Multi-Service Centers region in providing leadership in the day to day administration, supervision and operation of twenty (20) District Court / Multi-Service Centers throughout the State. This position also provides administrative support to the Maintenance Supervisor at the Ellicott City District Court / Multi-Service Center. This position manages the operation of the office and supervises two office administrative staff.

POSITION DUTIES

Duties for this position include, but are not limited to:
 
· Assists the Superintendent and Assistant Superintendent in providing leadership in the day to day administration, supervision and operation of twenty (20) District Court / Multi-Service Centers throughout the State.
 
· Plans, organizes and supervises the work of assigned office personnel.
 
· Monitors the Superintendent’s office for incoming calls.  Acts as an intermediary for the Superintendent, Assistant Superintendent and Maintenance Supervisor.
 
· Organizes and coordinates work requests with the Maintenance Supervisor of the facility.
 
· Prepares specifications for the bidding and awarding of maintenance and building services contracts for the Ellicott City Multi-Service Center.  Provides guidance and assistance to administrative staff at all facilities in the bidding and awarding processes for all contracts. Designated as an approver for all purchase orders and fund certifications for all FOM Multi-Service Centers.
 
· Performs other duties and responsibilities as required that enable the Department of General Services to fulfill its mission of providing and maintaining buildings that are safe, secure and operationally efficient.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
 
Experience: Five years performing secretarial work or clerical work involving typing duties.
 
Notes:
1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted  at the rate of thirty credits for one year of experience for up to two years of the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

SELECTIVE QUALIFICATIONS

Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications. 

1. Two (2) years of administrative assistance experience supporting senior level management is required.
 
2. Two (2) years of office management experience is required, with direct responsibility for: coordinating  support services and personnel, maintaining communication systems, processing data and running reports, and multitasking to ensure the smooth operation of the office.

DESIRED OR PREFERRED QUALIFICATIONS

Strong preference will be given to applicants that possess the following. Include clear and specific information on your application regarding your qualifications:
 
1. Experience supervising lower-level administrative and clerical staff.
 
2. Experience working with tenants of a facility or building.
 
3. Excellent interpersonal and oral/written communication skills, with experience interacting and communicating with executives and senior management.
 
4. Strong Microsoft Office skills, specifically utilizing Microsoft Word to create and edit documents, and Microsoft Excel to create new spreadsheets, enter data, and utilize formulas and functions.
 
5. Previous customer service experience.
 
6. Ability to work independently and multi-task.

EXAMINATION PROCESS

Please provide sufficient information on your application to support that you meet the qualifications for this recruitment.  All information concerning your qualifications MUST BE submitted by the closing date.  Information submitted after the closing date will not be considered. 
 
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.  We highly recommend that you submit your transcript when you apply for the position.
 
The examination will consist of a rating of your education, training and experience related to the requirements of the position.  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 agency to select employees.  Eligible lists may be used to fill future vacancies of the same classification.
 
You MUST possess the minimum qualifications before you may be selected for a State job – Verification will be completed by the appointing authority.  If you are scheduled to complete an educational or licensing requirement within six months of the examination, you may participate in the examination process. Permanent State employees may also complete necessary experience requirements within six months of the date of an examination.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week.  You must include on your application the time spent on such activity. You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

BENEFITS

FURTHER INSTRUCTIONS

Applicants are encouraged to upload proof of education (transcripts), professional license and certifications, when applicable, during the recruitment process as these items will be required at the time of selection.  

Contact ari.ross@maryland.gov or call 410-767-4988 with questions about this recruitment.   The on-line application process is STRONGLY preferred.  Apply online at www.dbm.maryland.gov – click on the State Jobs tab.  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., Room 1311, Baltimore, MD  21201 by the closing date and time.    

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  

TTY Users: call via Maryland Relay




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