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MANAGEMENT ASSOCIATE

Recruitment #21-002650-0023

GRADE

ASTD 13

LOCATION OF POSITION

This position is with the Maryland Department of General Services, Office of Facilities Management, located in Ellicott City, Maryland.

Main Purpose of Job

To provide secretarial and administrative support/assistance to the Superintendent, Assistant Superintendent, Regional Managers, Maintenance Supervisors and clerical staff responsible for the operation and management of twenty (20) District Court/Multi-Service Centers throughout the State and one (1) State Complex located in Jessup. Also, responsible for Fiscal Management Information System (FMIS), credit card monthly statements, budget projections, budget reports and fund certifications.

POSITION DUTIES

Duties for this position include but are not limited to:  

- Assist the Superintendent and Assistant Superintendent in providing leadership in the day-to-day administration, supervision and operation of twenty (20) District Court/Multi-Service Centers throughout the State and one (1) State Complex in Jessup.  

- Process purchase orders in FMIS, review monthly corporate purchasing credit card statements for all MSC's. Make sure all receipts are attached, monthly logs are completed properly, verify all sub-object codes are correct and receipts total to monthly statements.    

- Track budget for the Superintendent's Office and review all budget information on a monthly basis for twenty-one (21) facilities. Review all fund certifications for all the facilities prior to being forwarded to Fiscal.  

- Monitor the office for incoming calls.  Acts as an intermediary for the Superintendent, Assistant Superintendent and Maintenance Supervisor. Organize and coordinate work requests/complaints with the Maintenance Supervisor of this facility.

- Perform other duties and responsibilities as required that enable the Department of General Services to fulfill its mission of providing and maintaining buildings that are safe, secure and operationally efficient.

MINIMUM QUALIFICATIONS

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

Experience: Five 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 or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

SELECTIVE QUALIFICATIONS

Applicants must possess the following selective qualification(s) to be considered. Include clear and specific information on your application regarding all qualifications. 

Two years of experience completing tasks in the Financial Management Information System (FMIS) or other financial management systems.

Two years of experience in budget review and preparation for multiple budgets.

DESIRED OR PREFERRED QUALIFICATIONS

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

- Experience in executive level customer service.

- Experience working with tenants of a facility.

- Ability to work independently and multi-task.

- Excellent interpersonal and oral/written communication skills, with experience interacting and communicating with executives and senior management.

- Strong Microsoft Office skills, specifically utilizing Microsoft Word to create and edit documents, and Microsoft Excel to create new spreadsheets, enter data, and utilize formulas and functions.

SPECIAL REQUIREMENTS

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

SELECTION PROCESS

It is important that you provide complete and accurate information on your application.  Please include all experience and education that is related to this position.  All information concerning your qualifications must be submitted by the closing date; information submitted after the closing date will not be considered.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week; you must include the time spent on such activities on your application.

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.  You may submit your transcript as part of the application process.

The examination for this position 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 authority to select employees for interviews.  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 upon hire.  If you are scheduled to complete an educational or licensing requirement within six months of being placed on the eligibility list, you may participate in the selection process.  Permanent State employees may also complete necessary experience requirements within six months of the date of being placed on an eligibility list.  

Please note, selected candidates may be required to complete and successfully pass a State and Federal fingerprint background check prior to being hired.

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

Contact tammy.vehstedt@maryland.gov or call 410-767-4986 with questions about this recruitment.  The on-line application process is STRONGLY preferred.  Apply online at www.dgs.maryland.gov – click on Employment on the left side of the screen.  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. TTY Users: call via Maryland Relay  

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.