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ADMINISTRATIVE SPECIALIST III

ADMINISTRATIVE SUPPORT

Recruitment #19-002043-0017

GRADE

12

LOCATION OF POSITION

Department of Human Services

Social Services Administration

Office of Systems Improvement

311 W. Saratoga Street

Baltimore, MD  21201

Main Purpose of Job

This position functions as an Administrative Specialist for the Social Services Administration (SSA) within the Department of Human Services (DHS). The incumbent in this position renders required administrative support duties needed by the Director of the Office, managers, supervisors and other staff to ensure successful operation of the office. This position displays a high level of professionalism and independent thinking during interactions with individuals and organizations in and outside of the SSA; assists the program manager, supervisors, and staff in reaching outcomes based on the agency mission; provides recommendations and decisions for solutions of administrative problems and the resolution of administrative issues.

POSITION DUTIES

Analyzes incoming requests, information and inquiries to direct for best resolutions; manages resources, supplies, contacts; provides technical assistance for office standards/procedures, and equipment; creates, coordinates, and reviews various correspondence, reports, forms, charts, budget estimate sheets and other written documents as requested by the Director and Program Managers; assists in coordinating all logistics of meetings with internal and external partners including room reservation and set up, meeting reminders to attendees, distributing meeting materials (i.e. agendas and handouts) in advance of the meeting, and maintaining up to date membership lists; attends assigned meetings with internal and external stakeholders to take accurate and complete minutes which are distributed to attendees in a timely fashion and maintained; interprets and disseminates policies and procedures that affect the staff members; compiles and distributes necessary information as it pertains to the staff and office; communicates effectively to sufficiently directs and responds to inquiries, meeting and assignment reminders.

Proofreads policies, memos and other outgoing documents that will go through the sign off process for compliance with office standard; maintains adequate supply levels, ensures that adequate supplies are on hand for tasks and events; analyzes special requests to best use resources and determine how to best process the requests; provides technical assistance and training for office standards/procedures and equipment as needed; analyzes and responds to numerous phone calls and electronic communications, letters, faxes, from Local Department of Social Services (LDSS), other departments, constituents, and other employees of DHS requesting information or assistance; directs inquiry to the appropriate staff person or agency, which requires knowledge of State Government programs; and performs all other related duties as assigned.

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

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

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

The ideal candidate would possess:

1. One year of experience supporting staff in developing contracts.

2. One year of experience supporting managerial staff in managing budgets.

3. Two years of experience using Microsoft Office Suite, Google Suite and/or Smartsheet.

4. Two years of experience providing support, taking and maintaining minutes for committee or workgroup meetings.

5. Two years of experience supporting the development of and proofreading formal reports for submission to funders, stakeholders, and internal leadership.

6. An AA Degree in Business Administration, Accounting/Finance, Human Services or related fields.

7. One year of governmental experience.

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

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 eligible (employment) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

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.

BENEFITS

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to: Department of Human Services, Examination Services Unit, 311 W. Saratoga Street, Room 137, Baltimore, Maryland 21201.

If additional information is required, the preferred method is to upload. If unable to upload, please fax requested information only to 410-333-0882. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

If you have questions concerning the recruitment process for this position, please call 410-767-7414.

TTY Users: call via Maryland Relay.

All mailed documents must include the applicant's name and job number and must be received by 5 P.M. on the closing date. Resumes will NOT be accepted in lieu of completing the application.

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.