ADMINISTRATIVE AIDE

ASTD11

Baltimore City

6776 Reisterstown Road, Suite 201, Baltimore, MD 21215

This position performs administrative and secretarial duties to support the Assistant Director of Construction Operations and to maintain the design and construction files. This position also performs general administrative and secretarial duties for the entire Division from time to time.

Provides administrative and secretarial support to the Assistant Director of Construction Operations of the Division of Capital Construction and Facilities Maintenance. This support additionally includes the processing of contractor requisitions and invoices and preparation of service contracts, construction contracts, Architectural/Engineering (A/E) contracts and construction contract modifications, technical specifications and routine typing and correspondence. Maintains Standard Operating Procedure files.

Assembles Departmental Procurement Review Board (PSPRB) items, checks for proper back-up, prepares (PSPRB) Agenda, coordinates to include financial tracking and drafts items for consideration for both the weekly (PSPRB), and the Board of Public Works (BPW).

Maintains the Assistant Director's projects files. Word processes and assists with the Division's monthly reports for the DCCFM Project Management System. Produces special reports as required in addition to the listed ones.

Assists with the Division's receipt of bids for construction projects and with the management of the bidding process itself, and prepares the "Notice To Proceed With The Scope Of Work."

Prepares routine correspondence and reports for the Assistant Director and prepares meeting agendas, maintains calendar, sends notices, and transcribes · and distributes minutes of meetings. Coordinates appointments and meetings between business representatives and the Assistant Directors.

Assembles planning, design and construction information and material from files and other sources for the review of the Assistant Director. Maintains correspondence files, .confidential records and daily tickler file for the Assistant Directors and follows up on action needed.

Receives phone calls and assists callers or directs callers including Architect/Engineering (A/E) or construction contractors and consultants to the appropriate staff professional. Arranges for interviews, meetings, professional seminars and training. As part of the general office duties, answers phones, processes mail as needed.

Assists various agency architects and engineers with the scanning, plotting, and printing of project documents.

Performs oilier clerical and administrative duties for the Division as directed, including, but not limited to, typing and submitting requisitions, maintaining calendars and schedules, mailing letters and documents, assisting with data entry, and maintaining various files.

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: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years performing secretarial work or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

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

Experience with processing contractor requisitions and invoices.

Experience with preparing routine correspondence and reports.

Two years of work experience associated with support of administrating construction projects.

Two years of experience in Microsoft Suite applications (Word, Excel, PowerPoint).

Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

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.

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.

STATE OF MARYLAND BENEFITS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be emailed to hr.recruitmentuser@maryland.gov or faxed to 410-484-5928. Paper application materials must be received in our office by the closing date for the recruitment.

D.Spanier

David.Spanier@maryland.gov

443-379-1788

If you are submitting additional information, the preferred method is to upload it with your application. All uploaded additional information must be received by the closing date and time. If you are unable to upload,
please email the requested information to hr.recruitmentuser@maryland.gov referencing the recruitment number in the subject line, or fax to 410-484-5928 (providing a cover sheet with your contact information,
recruitment name, recruitment number and the number of pages faxed). Only additional materials that are requested will be accepted for this recruitment.

For questions regarding this recruitment, please contact the Department of Public Safety and Correctional Services, HRSD-Recruitment Division at 410-585-3999.

If you are having difficulties with submitting your online application, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov <Application.Help@maryland.gov> or
410-767-4850.

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 recruiting, retaining, and promoting employees who are reflective of the State's diversity.