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ADMINISTRATOR II

Fiscal and Personnel Manager

Recruitment #21-002587-0086

Introduction

The Maryland Historical Trust is the state agency dedicated to preserving and interpreting the legacy of Maryland’s past. Through research, conservation and education, the Maryland Historical Trust assists the people of Maryland in understanding their historical and cultural heritage. Part of the Maryland Department of Planning, the Maryland Historical Trust serves as Maryland’s State Historic Preservation Office (SHPO) pursuant to the National Historic Preservation Act of 1966.

GRADE

17

LOCATION OF POSITION

100 Community Place, Crownsville, MD 21032

Main Purpose of Job

The position is responsible for procurement, contractual, and personnel management for the Maryland Historical Trust (MHT) and Jefferson Patterson Park & Museum (JPPM). As part of the MHT Office of Management, the position works directly with the Chief of the Office of Management, MHT Deputy Director, and MHT Director. This position is also the main liaison between MHT and the DBM Office of Personnel Services and Benefits. By ensuring the effective administration of MHT / JPPM’s operations, this position directly supports MHT’s mission to preserve and interpret the legacy of Maryland’s past through research, conservation, and education.

POSITION DUTIES

Serves as MHT Procurement Officer, either developing or supervising development and execution of all MHT / JPPM procurement activities and ensuring that procurements are consistent with all applicable statutes, regulations, and policies.

Assists program staff with development of RFQs and RFPs and coordinates review by the Office of the Attorney General. For larger procurements, coordinates review by other agencies as required.  Serves as single point of contact for all communication with potential offerors, schedules and manages pre-proposal meetings, and oversees bidding, candidate selection, and contract development.

Performs or assists in performing all non-grant-related purchasing, requisitions, expense accounts, and encumbrances agency-wide.

Manages development, execution, and administration of MOUs, MOAs, and contracts, including those generating revenue. Monitors reporting and accounts receivable.

Oversees administration of leases associated with all real property owned by MHT / JPPM. Monitors revenues and maintenance costs associated with leases.

Assists with the fiscal management of all revenue generating grants, cooperative agreements, and MOUs. Monitors revenues and expenditures. Conducts all reporting associated with contracts.

Manages the MHT working fund, forecasting expenditure needs, maintaining appropriate fund balances, issuing checks, and tracking expenditures and backup documentation. Maintains petty cash account and distributes funds. Responsible for all working fund and petty cash reconciliations and reporting. Assists in the preparation, recordation, and deposit of funds received by MHT.

Assists with budget preparation, fiscal year end closeout activities, and monitoring and analyzing MHT / JPPM accounts payable and accounts receivable.

Assists staff with recruitment of permanent and contractual staff, interns, and volunteers, including preparation of recruitment documents, advertising, candidate interviews, ranking, selection, appointment, and orientation activities. Coordinates with MDP and DBM for review, processing, and approvals.

Provides technical assistance to MHT / JPPM Office Chiefs and supervisors regarding all personnel matters including reclassification analysis, disciplinary action and employee counseling, State benefits, PEPs, etc.

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

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 procurement activities, preferably in a government agency.

Experience with personnel management and / or recruitment.

Experience with fiscal and financial management.

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 placed on the employment (eligible) 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.

BENEFITS

FURTHER INSTRUCTIONS

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service needs to be provided before hire. 

All information concerning your qualifications must be submitted by the closing date.  We will not consider information submitted after this date. 

The online application process is STRONGLY preferred. If you are not able to apply online, you may submit a paper application and supplemental questionnaire (by the closing date) to:

Department of Budget and Management

Recruitment and Examination Division

301 W. Preston St., Suite 608

Baltimore, MD  21201

Attn:  For inquiries regarding this recruitment, please call D. Core at 410 767-7950 or S. Hudson at 410-767-4910.

Resumes will NOT be accepted in lieu of completing the on-line or paper application.  As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.

Appropriate accommodations for individuals with disabilities are available upon request by calling 410-767-3623.

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

Bilingual applicants are also encouraged to apply.

TTY  Users: call via Maryland Relay