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ADMINISTRATIVE SPECIALIST III

FULL-TIME CONTRACTUAL

Recruitment #19-002043-0001

GRADE

12

LOCATION OF POSITION

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

Main Purpose of Job

The scope of this position encompasses advanced level administrative work supporting the Director, Center for Tobacco Prevention and Control (CTPC) and general operations of the entire Center. The CTPC is a fast-paced unit with over 20 professional staff that manage approximately $13 million annually -- serving internal and external stakeholders, 24 Local Health Departments (LHDs), and the citizens of Maryland. The selected candidate will be responsible for assisting the CTPC Director and four 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. The Administrative Specialist III will work with CTPC leadership to develop, revise, and implement office protocol and procedures; maintaining excellent record-keeping in line with audit requirements, including employee reports, grant agreements, progress reports, reconciliations, and other correspondence. The selected candidate will be responsible for drafting critical correspondence to LHDs, grantees, contractors, and other partners, as well as providing quick turnaround in responding to constituent inquiries statewide. Because this work involves supporting a variety of different projects and programs within the CTPC, it requires the incumbent to 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.

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 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.

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

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. 

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

Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

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

If additional information is required, the preferred method is to upload.  If you are unable to upload, please fax the requested information 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.

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.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.