Admin Spec II

Baltimore, MD 21202

Review and analyze purchase requisitions to determine the most appropriate procurement method in accordance with Maryland statutes and the Code of Maryland Regulations (COMAR). Review and approve written specifications to make certain that products and services to be procured satisfy the Workers Compensation Commission’s (WCC) requirements and ensure competitive bidding. Procure commodities, services, and equipment in a manner consistent with applicable statutes and regulations utilizing eMaryland Marketplace or other acceptable methods for soliciting bids. Investigate and resolve any alleged deficiencies regarding the quality, quantity, or timeliness of goods or services rendered by vendors. Develop and maintain efficient record keeping systems for all procurement related documents to satisfy internal and external audit requirements. 

Facility Related Responsibilities

Coordinate the facility maintenance and janitorial functions that are performed by the property management office to ensure tasks are completed in a timely and appropriate manner and that offices at WCC’s headquarter location at 10 E Baltimore Street and five regional hearing sites are safe, comfortable, and attractive. Inform property management office of any temperature variances that exceed lease specifications, electrical outages, leaking or clogged fixtures, water penetration from the building exterior, safety issues, or inadequate performance by the janitorial staff. Utilizes property management’s online service/request portal to submit requests for services and report building issues. Maintain accurate records of the office keys assigned to employees, permitting justified and appropriate access to locked offices and Shred-it containers, and ensuring adequate supplies for drinking water dispensers. Conduct regular inspections of the Commission's office space to ensure that the building is being properly maintained, and that staff are keeping their furniture and work areas presentable. Coordinate requests of WCC staff for special cleaning and other building related services.  Information describing the services to be performed would be forwarded to the property management office. Ensure that the agency’s office space is properly maintained.  When maintenance or service is required, contact the supplier/vendor to schedule maintenance, maintain a log of building maintenance tasks, and ensure that the maintenance/service is performed completely.  Prepare a report of maintenance/service/repairs needed. This includes facilities/building related items, water coolers, photocopiers, office furniture, and other equipment. 

Supply Room Manager  

Maintain inventory control for supplies and equipment.  Provide oversight to the receiving of supplies and equipment, maintaining records for supplies/equipment received, preparing inventory reports of supplies on hand, ensuring procedures are followed when supplies are requested by and distributed to employees, distributing supplies/equipment to employees, estimating the amount of supplies/equipment that need to be ordered, and notifying the agency buyer when supplies/equipment need to be ordered Transport documents containing sensitive information to a central storage area until they can be destroyed. Assist staff in retrieving items that may have been mistakenly placed in a Shred-it container. Assist the vendor in locating and gathering materials to b be destroyed. 

Timekeeping 

Perform in backup role of Timekeeper in the statewide timekeeping system (Workday).  Responsibilities may include data entry of timekeeping adjustments and generating bi-weekly reports for review by Agency Timekeeper Approver. 

Maintenance of a Perpetual Inventory System for Critical Materials and Supplies 

Maintain a perpetual inventory system for critical forms, materials, and supplies to ensure that agency operations are not adversely affected by shortages.  This requires a thorough understanding of anticipated usage, delivery lead times, storage capacities, and economic order quantities to ensure adequate quantities are always available at an optimal cost. Calculate and report to the Department of General Services the ending value of materials and supplies at the conclusion of the fiscal year.

Experience performing physical inventory and supply monitoring 

Experience maintaining and operating mailing equipment 

Ability to lift 50 lbs. or more (heavy boxes and files), reach, bend and kneel

Please include your completed employment application.