Introduction
****INTERNAL RECRUITMENT OPEN TO THE MARYLAND SUPPLEMENTAL RETIREMENT PLANS EMPLOYEES ONLY****
GRADE
13
LOCATION OF POSITION
William Donald Schaefer Tower
6 St. Paul Street, Suite 200
Baltimore MD 21202
Main Purpose of Job
The Finance & Compliance Administrative Assistant is an essential employee that is integral to the efficient operations of the Maryland Teachers and State Employees Supplemental Retirement Plans (“MSRP”). This position provides administrative support in the agency’s critical Fiscal Unit (finance, budget, and fiscal administration), which is managed by MSRP’s Deputy Executive Director & Chief Financial Officer. This position’s responsibilities include (but are not limited to) the following: provides primary administrative support to the Deputy Executive Director/CFO and the Fiscal Reporting Specialist; performs tasks specific to office operations oversight, and supplies. Supports reception desk. Serves as the agency’s Purchasing Card Program Administrator (“PCPA”), assists with contract monitoring, monitoring state and federal legislation, and provides all aspects of primary administrative support for the Fiscal Unit.
POSITION DUTIES
Provides primary back-up phone and reception area coverage for the agency; takes routed calls, takes messages, or redirects calls to appropriate staff. Assists with monitoring agency contracts, including compliance
reporting. Updates monthly/quarterly asset fee database and MBE compliance reports. Board of Trustees Meetings, Committee Meetings, Documents, Administration. Attends all Board and Investment Committee meetings. Draft minutes for each Investment Committee meeting based on templates developed by Principal Counsel and provides drafts to the Executive Director and Principal Counsel for review and comment.
Proofreading Thoroughly review and edit Board minutes for mechanics (i.e., punctuation, subject/verb agreement, complete sentences etc.). Serves as the primary backup to the Assistant to the Executive Director
and regularly assists with collation and distribution of Board and Committee Meeting materials and hard copy packets, to include preparing and facilitating overnight delivery service when necessary. Serves as the primary backup to the Assistant to the Executive Director and is responsible for regularly assisting with the ongoing Central Filing Records Retention Project. Monitor state and federal legislation assists with legislative proposal
and bill review and provides updates on potential legislative impacts that may affect the agency. Conducts research and provides data, as needed.
Maintains mail log for the agency. Receives, tracks, opens, and distributes agency mail as the primary backup to administrative staff member who is primarily responsible for this task. Manages office supplies and monitors inventory levels. Procures replenishment orders to ensure for continuity of agency operations.
Serves as the primary agency purchaser of office supplies. Prepares monthly corporate purchasing card (“CPC”) reconciliations and reports. Serves as MSRP’s PCPA; receives and distributes newly issued CPCs and
destroys CPCs consistent with State and agency PCP policies and procedures. Assists with conducting annual asset inventory and reporting to DGS. Assists with fixed asset disposal processing. Assists with annual supplies inventory. All other assigned duties in support of MSRP’s operations.
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: One year of administrative staff or professional work.
Notes:
1. Candidates may substitute 30 college credit hours from an accredited college or university for the required experience.
2. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included 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
- Experience performing Corporate Purchasing Card purchases
- Experience using Microsoft Office Suite (Word, Excel and PowerPoint
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.
*Resumes are acceptable as additional information,
however the application must be completed or it will be subject to
rejection"*
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.
