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ADMINISTRATIVE OFFICER III

Recruitment #24-002247-0098

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GRADE

15

LOCATION OF POSITION

653 W. Pratt St., Baltimore, MD 21201

Main Purpose of Job

This position provides administrative coordination and support for Media Services and Emergency Medical Services for Children. This position provides coordination for educational media production and conferences, federal and state grants fiscal management, and office management activities such as managing product and services requisitions, team calendars and schedules, meeting planning and archiving, and production of print materials for events.

POSITION DUTIES

Daily office activities:
• Office phone intake and screening of calls and media inquiries regarding state-wide EMS; 
• Ordering, managing and tracking materials, supplies, and equipment from vendors and online orders through purchase orders, requisitions, and credit card purchases;
• Managing team calendars for projects and meetings and equipment
and maintenance and record keeping;
• Responsibilities include managing printing and supply orders, printing/reproduction of both small-scale and bulk media and booklets, newsletters and other print products;
• Coordination of team, grant, and other committee meetings to
include maintaining membership, meeting invitations, and taking/keeping agendas and minutes;
• Responsible for department mailing distribution; 


Administrative Coordination:
Support Directors of Media Services, EMS for Children, Six EMSC Medical Directors for Pediatrics, and primary contact for the project staff for federal EMSC State Partnerships and Child Passenger Safety project grants to include the coordination of conferences, events and educational
workshop registrations, travel, catering/food orders, printing and preparing materials as needed.

Coordinate and support budget oversight, monitor and report to leadership for departmental and grant awards expenditures:
• Responsible for working with finance to prepare budget transfers, draw down, and close-out;
• Submitting federal and state grant reports and process annual contracts for grant staff, pediatric medical directors;
• Preparing travel forms, travel expense reimbursements and stipends;
• Responsible for invoicing customers for services and supplies, receiving and applying payments on customer accounts, prepare deposits and maintain QuickBooks account;
• Responsible for reconciling departments’ credit card accounts.

Other Duties:
• Function as the front office to assist and direct third floor visitors;
• Schedule agency conference rooms;
• Support and upkeep the MIEMSS agency contact directory;
• Proofreading media, publications, and print projects;
• Provide teamwork in cross institutional program support.

MINIMUM QUALIFICATIONS

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

-Two years of professional experience working with federal and state grants

-Two years of professional experience using Excel functions or formulas in spreadsheets

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 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

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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