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Administrative Specialist II

Recruitment #18-005362-0001

GRADE

11

LOCATION OF POSITION

Baltimore City

Main Purpose of Job

This position is responsible for the procurement of goods and services, ensuring that all facility related issues are completed in an adequate and timely manner, management of the Commission's timekeeping system, and other duties as assigned.

POSITION DUTIES

Procurement Responsibilities

 

Review and analyze purchase requisitions to determine the most appropriate procurement method in accordance with Maryland statutes and the Code of Maryland Regulations (COMAR).

 

 

Review and approve written specifications to make certain that products and services to be procured satisfy the Workers Compensation Commission’s (WCC) requirements and ensure competitive bidding.

 

 

Procure commodities, services, and equipment in a manner consistent with applicable statutes and regulations utilizing eMaryland Marketplace or other acceptable methods for soliciting bids.

 

Investigate and resolve any alleged deficiencies regarding the quality, quantity, or timeliness of goods or services rendered by vendors.

 

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

 

 

Facility Related Responsibilities

 

Coordinate the facility maintenance and janitorial functions that are performed by the property management office to ensure tasks are completed in a timely and appropriate manner and that offices at WCC’s headquarter location at 10 East Baltimore Street and five regional hearing sites are safe, comfortable, and attractive.

 

 

Inform property management office of any temperature variances that exceed lease specifications, electrical outages, leaking or clogged fixtures, water penetration from the building exterior, safety issues, or inadequate performance by the janitorial staff. Utilizes property management’s online service/request portal to submit requests for services and report building issues.

 

 

Maintain accurate records of the office keys assigned to employees, permitting justified and appropriate access to locked offices and Shred-it containers, and ensuring adequate supplies for drinking water dispensers.

 

 

Conduct regular inspections of the Commission's office space to ensure that the building is being properly maintained, and that staff are keeping their furniture and work areas presentable.

 

 

Coordinate requests of WCC staff for special cleaning and other building related services.  Information describing the services to be performed would be forwarded to the property management office.

 

 

Timekeeping

 

Administer daily operation of the Department of Budget and Management’s (DBM) statewide timekeeping system (Workday).  Responsibilities include but are not limited to the following:  

 

 

Respond to inquiries from the Personnel Division, supervisors, and employees regarding leave accruals, usage, balances, or other questions concerning the entry of data into Workday.

 

 

Respond to questions from employees regarding the various types of leave, and the appropriate usage of leave in accordance with applicable statutes and regulations.

 

 

Generate biweekly reports of payroll adjustments required for overtime, shift differential, accident leave, and leave without pay for both regular and contractual employees.

 

 

Generate reports for the Department of Budget and Management on a periodic basis that report the a) number of employees and aggregate amounts of Annual, Personal, Sick, and Other Leaves taken and the b) number of employees who donated leave, types of leave and number of hours donated by each employee, number of employees that received donated leave, and the number of hours of donated leave received and used by each employee to whom leave was donated.

 

 

Compile leave requests and report leave balances for WCC Commissioners who follow judicial leave accounting rules and procedures.  Generate reports for Commissioners upon request.

 

Maintenance of a Perpetual Inventory System for Critical Materials and Supplies

 

Maintain a perpetual inventory system for critical forms, materials, and supplies to ensure that agency operations are not adversely affected by shortages.  This requires a thorough understanding of anticipated usage, delivery lead times, storage capacities, and economic order quantities to ensure adequate quantities are always available at an optimal cost.

 

 

Calculate and report to the Department of General Services the ending value of materials and supplies at the conclusion of the fiscal year.

 

 

Other Duties and Responsibilities

Responsible for the performance of other duties and responsibilities as assigned by the Director, or in the absence of other staff members.

MINIMUM QUALIFICATIONS

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

Experience:   One year of experience in administrative or professional work.    

Notes:   

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

2. Candidates may substitute 90 credit hours at 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 the 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

Preferred Qualifications

1. One year of experience using Microsoft Office programs, including Word, Excel, and PowerPoint. 

2. One year months of experience calculating and recording financial, statistical or other numerical data.

LIMITATIONS ON SELECTION

Selected candidate must be an employee of the Workers' Compensation Commission.

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

Applications will be evaluated based on the materials submitted in relation to the above position responsibilities and requirements. Therefore, it is important to provide complete and accurate information. All information concerning your qualifications must be submitted by the closing 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: 18-005362-0001

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.



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.