Introduction
The Maryland Department of Human Services (DHS) is the state’s primary social service provider, serving over one million Marylanders annually. The Department, through its 24 local departments of social services, aggressively pursues opportunities to assist people in economic need, provide preventive services, and protect vulnerable children and adults in each of Maryland’s 23 counties and Baltimore City. DHS works in every community in Maryland to positively impact the lives of Marylanders.
GRADE
15
LOCATION OF POSITION
Maryland Department of Human Services
Family Investment Administration
311 West Saratoga Street
Baltimore MD 21201
Main Purpose of Job
Under the general supervision of the Executive Director of the Family Investment Administration (FIA), this position contributes to the mission of the Department of Human Services to assist in the investment of families and individuals in economic need, increase prevention efforts, and protect vulnerable children and adults by functioning as an Office Manager. The incumbent is responsible for managing the workflow processes of monitoring and timely and accurate delivery of FIA Central Office internal and external assignments and deliverables. The incumbent serves as the Point of Contact (POC) for receiving, reviewing, and processing FIA Executive Office assignment packets.
The incumbent will work independently performing a wide range of complex and confidential executive administrative management and support duties. The incumbent will provide independent judgment and analysis in creating, applying, and interpreting complex administrative plans and policies. The incumbent will regularly perform assigned administrative responsibilities involving the analysis of operational programs and procedures with recommendations for improvements.
The incumbent will apply the policies, procedures, regulations, and directives governing ongoing administrative responsibilities of the FIA Office of the Executive Director including, but not limited to: reviewing and formulating final reports and effective recommendations based on analyses conducted by the incumbent as well as direct and indirect reports of the Executive Director and Chief of Staff, preparing and manages the preparation and development of management tools such as standard operational procedural documents (SOPs), statistical reports, work-flow processes and charts, performance measurement criteria and/or organization charts, participates in establishing and modification of FIA Central Office and MD THINK Eligibility and Enrollment (E&E) and other FIA MD THINK Systems program goals and objectives through analysis of alternatives, trends, available resources and projected program needs.
The incumbent will be a leading participant in the Family Investment Administration Office of the Executive Director program planning process by assisting in the management and monitoring of the development of forecasts, proposals, and procedures for growth and development. The incumbent will confer daily with executive leadership, administrative officials, program managers, staff specialists, or others in order to exchange information pertaining to the Family Investment Administration and partnering administrations and agencies such as the Child Support Administration (CSA), Social Services Administration (SSA), Maryland Department of Health (MDH), Maryland Department of Education (MSDE) and Maryland Department of Information Technology (DOIT) to interpret policies or offer recommendations on operational practices, procedures, and policies.
The incumbent will advise the Executive Director and Chief of Staff on inter-agency communications and coordinate inter-agency transactions providing liaison activities with officials in other agencies in the State, legislature, the federal government, and local government agencies.
The incumbent will provide assistance to the Family Investment Administration's Chief of Staff in the formulation and preparation of the Family Investment Administration's critical deliverables.
The incumbent provides executive support of the calendar of the Executive Director including but not limited to scheduling meetings, appointments and coordinating travel arrangements, facilitating calls and meetings, responding to emails, and interfacing with FIA and DHS Central team members, Local Departments of Social Services, federal agencies, and other stakeholders, assisting in the review and coordination of legislative reporting responses; assisting in the review and preparation of final reports; assisting in the review and preparation of audit responses; and suggesting recommendations for improvement, proofreading documents, coordination of meetings and conferences, and working on special projects. The incumbent will also answer routine correspondence and may assemble highly confidential and sensitive information. He or she assists in the preparation, review, and submission of required federal reports. Independent judgment is required to plan, prioritize and organize a diversified workload.
Some travel throughout the state is to be expected.
The Office Manager provides expert advice, consultation, information, guidance, interpretation, and technical support in the area of Office Management and analysis. The incumbent will also answer routine correspondence and may assemble highly confidential and sensitive information. Additionally, this position promotes the work of the department through frequent contact with Procurement Division, Budget and Finance, AG, State Agency Partners, State Auditors, and Federal Auditors.
MINIMUM QUALIFICATIONS
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: Three years of administrative staff or professional work.
NOTES:
1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.
2. Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required 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.
One year of experience working in Family Investment programs and applying Family Investment program laws, regulations, policies and procedures.
One year of experience using computer software such as Microsoft Word, PowerPoint and Excel or Google Docs and Sheets.
One year of experience in communicating effectively with internal and external customers.
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 ranked as Best Qualified, Better Qualified or Qualified and placed on the eligible (employment) list for at least one year.
EXAMINATION PROCESS
The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate 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.
For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required prior to hire.
BENEFITS
As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS: STATE OF MARYLAND BENEFITS
· Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date).
· Annual Leave - ten (10) days of accumulated annual leave per year.
· Sick Leave - fifteen (15) days of accumulated sick leave per year.
· Parental Leave - up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
· Holidays - State employees also celebrate at least twelve (12) holidays per year.
· Pension - State employees earn credit towards a retirement pension.
FURTHER INSTRUCTIONS
The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to, Department of Human Services, Examination Services Unit, 311 W. Saratoga Street, Room 135, Baltimore, Maryland 21201.
All mailed documents must include the applicant's name and the job number and must be received by 5 P.M. on the closing date. Resumes will NOT be accepted in lieu of completing the application.
If additional information is required, the preferred method is to upload. If unable to upload, please email requested information only to scott.waddel@maryland.gov. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.
If you have any questions concerning the recruitment process for this position, please email Scott Waddel at scott.waddel@maryland.gov.
If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or Application.Help@maryland.gov.
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.
