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ADMINISTRATOR II

Cost Center Administrator

Recruitment #19-002587-0047

Introduction

THIS RECRUITMENT IS LIMITED TO THE DEPARTMENT OF GENERAL SERVICES EMPLOYEES ONLY!!

GRADE

17

LOCATION OF POSITION

This position is with the Department of General Services, Facilities Planning, Design, Construction & Energy Division, located at 301 W. Preston St., Baltimore, MD.

Main Purpose of Job

This position is a senior level administrator in the Facilities Planning, Design, Construction & Energy (FPDCE) Unit.  The position reports to the Cost Center which is a sub-division of FPDCE.  DGS is responsible for the design and construction of multiple supported Agencies, DGS provides the initial project estimates, the budget projections, the design reviews, and the project administration of these projects.  The position is responsible for administering portions of the Capital Budget Program and administering the records management for all DGS design and construction projects. 

As the Cost Center Administrator, track the costs of projects in full, including change orders, track the past estimates of projects.  Create and manage the electronic storage and tracking of project costs, budgets, and estimates.  Develop methods to manage cost changes and to reflect these in the design review and the project estimation initiation process.  Coordinate this tracking with the Design Review, Project Management, Construction Inspection and Cost Center teams.

The position must create and manage the records retention policy for design and construction.  Must manage the organization of plans and specifications for hundreds of jobs both previously constructed and in active construction.  The position provides documents to internal and external agency staff as needed, plus manages the process for providing these documents and the organizational structure of these documents.

Additionally, the position provides backup support for the fleet management, inventory management, and supply purchases for the Project Management, Energy & Design Units.

POSITION DUTIES

The duties for this position include, but are not limited to:

- Provide cost estimating support and cost tracking for the Chief of the Cost Center.

- Manage fund source codes and remaining balances for all capital funded projects.

- Create and manage the records retention policy, organization and access to for design and construction documents.

- Create and manage methods to track and distribute knowledge of cost changes to project managers, design reviewers and cost estimators so the appropriate information can be used by similar design and construction projects.

- Manage the dispatch procedures for the Divisions fleet of vehicles.  Forecast vehicle maintenance events and control the scheduled maintenance program for the vehicles.  Schedule vehicles for repairs as needed.  Coordinate the delivery of vehicles to the repair facilities.

- Purchase and maintain an adequate supply of office materials, track loaned office equipment and record the division’s credit card purchases.  Develop, execute and track the annual budget for expendable office supplies, office machine maintenance contracts and new equipment requirements.

- Assist the Assistant Secretary with preparation of the annual operating budget for the unit.  Including preparation for amendments and over-the targets.

- Other duties as assigned including preparation, implementation and presentation of special projects and reports directed by the Assistant Secretary for FPDCE.

MINIMUM QUALIFICATIONS

Education: A Bachelor's degree from an accredited college or university.

Experience: Four years of experience in administrative staff or professional work.

Notes:

1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required general experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required education and experience.

DESIRED OR PREFERRED QUALIFICATIONS

The following skills and experience are strongly preferred:

- Experience with State Fund Sources and Funding Process.

- Experience reading blueprints and construction documentation.

- Experience creating and managing electronic databases.

LIMITATIONS ON SELECTION

This position is limited to current employees of the MD Department of General Services only.

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.

EXAMINATION PROCESS

Please provide sufficient information on your application to support that you meet the qualifications for this position.  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 licenses and certifications, when applicable, during the recruitment process as these items will be required at the time of selection.   

Contact tammy.vehstedt@maryland.gov or call 410-767-4986 with questions about this recruitment.  The on-line application process is STRONGLY preferred. 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., Suite 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