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ADMINISTRATIVE OFFICER III

SUPPORT SERVICES ADMINISTRATOR

Recruitment #19-002247-0032

Introduction

THIS RECRUITMENT IS LIMITED TO CURRENT STATE OF MARYLAND EMPLOYEES.

GRADE

15

LOCATION OF POSITION

DHS/FAMILY INVESTMENT ADMINISTRATION

311 W. SARATOGA STREET

BALTIMORE, MD 21201-3500

Main Purpose of Job

The main purpose of this position is to plan and direct the day-to-day operations in IT user support, telecommunications, procurement and purchasing, and other administrative/operations services within the Department of Human Services (DHS), Family Investment Administration (FIA). This position requires knowledge of FIA programs: such as Food Supplement, Temporary Cash Assistance and Medical Assistance, the State's budget and purchasing processes, information technology systems and user support, telecommunications, Workday, performance evaluation program process and reporting, facilities management, and business administration practices involving the interpretation and application of complex administrative plans and policies, and procedures relative to the aforementioned functions.

POSITION DUTIES

Provides customer service to both internal and external customers that meets or exceeds the standards set by the Department; develops, revises and implements guidelines and office procedures for Standard Operating Procedures to ensure compliance with departmental policies, directives and objectives for procurements and purchases, telecommunication and facilities management activities including personnel administration and advises management of various administrative practices and procedures. Oversees facilities management activities, i.e. space planning, staff and equipment relocations and new employee office set-up as required to reflect organizational changes and inventory control; assesses space needs; develops staff and equipment relocation work plans; participates in space planning meetings with contractors to reconfigure offices and conducts cost analysis; reviews proposed blue prints and makes recommendations to management staff; collaborates with DHS Administrative Operations and Office of Technology for Human Services to move furniture, computer equipment, telephone lines and install cables and electrical outlets; ensures work plans are monitored and relocations occur according to timeline; oversees the maintenance of physical inventory for FIA to ensure capital assets are properly monitored; evaluates, prioritizes and responds promptly to facilities related inquiries from staff and reports work environment safety issues and/or complaints to Administrative Operations. Oversees FIA's public assistance applications and forms management activities; confers with program and local department staff to ensure applications required for individuals applying for public assistance for FIA programs (i.e. Food Supplement, Temporary Cash Assistance, Medical Assistance, etc.) and various forms are printed timely and accurately according to regulations. Manages FIA's Performance Evaluation Program processes and reporting for over 265 staff; assists with ensuring FIA's 100% PEP compliance; collaborates with the Office's Management Team to develop, plan and organize FIA Administrative Support Training for Administrative Assistants; assesses training needs, develops training materials including PowerPoint presentations and handouts; presents training and responds to related questions. Designs and develops statistical reports and prepares written reports which evaluate and make recommendations regarding the improvement of administrative systems and operational procedures; prepares Monthly Support Services Report that outlines special assignments and work activities and various annual reports. Participates in FIA budget development activities, fiscal year-end closing activities and in the formulation of goals, objectives and strategies through analysis of trends, available resources and projected operational needs including making recommendations at strategic planning meetings; composes correspondence for the signature of the Executive Director and the Office Director as required; promotes the safety of staff by serving as an Evacuation Monitor in the event of an emergency. Oversees IT support services; provides direction and telephone support to over 265 FIA staff related to software problems; answers questions of a general nature; provides step-by-step technical instruction and support; assists users in accessing the computer systems, troubleshoots; evaluates and resolves equipment, software and communication problems within given authority to computer users; installs equipment; trains users to work with new computer hardware or software, such as printers and word processing software including how to use Google Email and navigation in Workday; and performs other related duties as assigned.

MINIMUM QUALIFICATIONS

Education: Possession of a Bachelor's degree from an accredited four-year college or university.

Experience: Three years experience in administrative or professional work.

Notes:

1. Candidates may substitute additional experience in administrative staff or professional work on a year-for-year basis for the required education.

 2. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 semester credit hours for each year of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement 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.

Two years work experience utilizing the Financial Management Information System (FMIS) and Advanced Purchasing and Inventory Control System (ADPICS).

Two years State Procurement work experience.

One year IT users support experience.

LIMITATIONS ON SELECTION

Limited to current State of Maryland employees.

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 examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You may be asked to complete a supplemental questionnaire. The supplemental questionnaire may be used as part of the rating process. Therefore, it is important that you provide complete and accurate information on your application.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required 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 135, Baltimore, Maryland 21201.

All mailed documents must include the applicant's name and the 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.

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

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 applicants are encouraged to apply.

We thank our Veterans for their service to our country, and encourage them to apply.

TTY Users: call via Maryland Relay