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ADMINISTRATIVE OFFICER I

Recruitment #20-002711-0078

Introduction

This is a position specific Recruitment for Department of Assessment and Taxation, Charter Filing. The resulting eligible list will be used for this position only. Interested person will need to reapply for future recruitments and this classification.

GRADE

13

LOCATION OF POSITION

Department of Assessments and Taxation
Charter Filing/Processing Admin
301 W. Preston Street, Room 801
Baltimore, MD 21201

POSITION DUTIES

The Scanning & Imaging Room (SIR) Supervisor directs the daily operations of the Scanning & Imaging Unit. The position plans, organizes and supervises the work of subordinate staff; evaluates the efficiency of Scanning & Imaging operations and develops, revises and recommends new policies, standards, and workflow procedures, using new technology where appropriate; interprets and applies or oversees the application of agency policies, rules and regulations to accomplish the work of the unit or division; implements new regulations and policies as directed by upper management; sets goals and deadlines and oversees the workflow of the unit; coordinates leave and staff coverage of unit or division; and performs other related duties, as required.

Provide direct supervision to the Scanning & Imaging Room Staff; establish standards & policies for scanning room staff; design, develop, create, review reports and/or data for oversight of staff, accuracy of data, and capacity of unit.

Provide guidance and direction to all staff levels concerning agency scanning & imaging guidelines & regulations (i.e., compliance with Code of Maryland Regulations - COMAR; Department of General Services - DGS; Department of Budget Management - DBM; information technology contracts requirements/guidelines; PII confidentiality requirements/guidelines; State Document Retention Policies.)

Provide guidance and direction regarding use of scanning and imaging equipment for any SDAT personnel involved in scanning, indexing, or imaging; ensure proper use and operation of SDAT scanning equipment; monitor equipment and request regular maintenance/service as need to keep equipment in proper operating condition; tracks equipment maintenance & service; maintains warranty.

Review, approve/reject requests for additional scanning needs, in coordination with the Supervisor; assist requestors with scheduling resources; adjust use of resources to best meet the needs of the agency, as directed by the Supervisor.

Provide support and assistance to Charter Filing staff in matters concerning Customer Requests for documents (i.e., assisting with the search, retrieval, scanning and/or replacing images as required by statute for Customer access via the SDAT website.)

Train new staff and retrain existing staff in proper operations and use of applications and equipment; establish appropriate duties and responsibilities for staff; monitor staff skills and work towards improvements in quantity and quality.

Oversee staffing requirements and coordinate requests for leave/time-off to ensure adequate staffing requirements; notify appropriate management of staffing issues; maintain staffing calendar to coordinate and plan efficient use of scanning room equipment.

Manages Scanning’s shared email inbox and ensures that responses are timely and sufficient.

Conduct periodic training for SIR and other team’s staff that are involved in the scanning, indexing, or imaging process.

Oversees subordinate performance and work, with the goal of having a back-up for responsibilities.

MINIMUM QUALIFICATIONS

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

Experience: One (I) year 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 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

Experience using Microsoft Office, Google Docs, Sheets and Excel, and entering data into a database system.
Experience with supervising, evaluating and training employees.
Experience interpreting and applying laws, rules, regulations and policies.
Ability to track and analyze data.
Experience with Scanning and Imaging.

LIMITATIONS ON SELECTION

Must be able to work in Baltimore City.

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.

BENEFITS

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: Department of Assessments and Taxation, Office of Human Resources, 300 W. Preston St., Room 511, Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the Department of Assessments and Taxation, Office of Human Resources at Application.Help@maryland.gov or 410-767-1141, 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.