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Admin Spec II

Internal Only

Recruitment #21-005362-0002

Introduction

This recruitment an INTERNAL ONLY recruitment and is limited to current employees of the Maryland Workers' Compensation Commission.

GRADE

11

LOCATION OF POSITION

10 E. Baltimore St
Baltimore, MD 21202

POSITION DUTIES

This position is responsible for the procurement of goods and services, ensuring that all facility related issues are completed in an adequate and timely manner, management of the Commission’s timekeeping system, and other duties as assigned.

Procurement Responsibilities

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.

MINIMUM QUALIFICATIONS

Education:     Completion of 60 credit hours at an accredited college or university.

Experience:   One year of experience in administrative or professional work.    

Notes:   

1. Candidates may substitute experience as defined above for the required education at the rate of one year of experience for 30 credit hours, for up to 60 credit hours of required education.  

2. Candidates may substitute 90 credit hours at an accredited college or university for the required education and experience.  

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring the regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required education and experience.

DESIRED OR PREFERRED QUALIFICATIONS

Experience reporting and monitoring maintenance issues as well as scheduling maintenance/service repairs

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

LIMITATIONS ON SELECTION

This recruitment an INTERNAL ONLY recruitment and is limited to current employees of the Maryland Workers' Compensation Commission.

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

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

If you are unable to apply online, or encounter difficulty attaching documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number (21-005362-0002) on any documentation to ensure timely processing.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION
Please include your completed employment application.

Completed application and supportive documentation, may be mailed to: 

MD Workers' Compensation Commission Attn: Personnel Department 
7th floor 10 E. Baltimore Street 
Baltimore, MD 21202 

For information regarding this recruitment, please email wccpers@wcc.state.md.us or contact 410-864-5230. 

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. 

TTY Users: call via Maryland Relay