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ADMINISTRATIVE SPECIALIST II

EL/Title III Administrative Specialist II

Recruitment #22-001756-0063

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Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland.

GRADE

State of Maryland Salary Grade 11

LOCATION OF POSITION

200 West Baltimore Street
Baltimore, Maryland 21201

POSITION DUTIES

Analyzes Title III budgets from 24 local education agencies (LEAs) and interprets federal fiscal requirements. Assists in the administration of Title III for education program specialists to enhance and facilitate the operation, maintenance, and supervision of federal and state-funded Title III and English Language Development (ELD) programs. Responsible for maintaining grant management files, scheduling and arranging in-state and out-of-state travels, preparing for briefings and other meetings. Applies knowledge, skills, and experiences in budget analysis, word processing, spreadsheets, charts, tables, and other graphic applications, office organization and management, oral and written communication, and interpersonal communication skills. Develops and implements office procedures and processes for overall effective program operations including program and fiscal document tracking, retrieval, and maintenance, procurement, and grants management. Monitors critical correspondence and projects to assure deadlines are met.


Grant Management—Title III: Part A English Language Acquisition, Language Enhancement, and Academic Achievement (Section 3116):
  • Applies and interprets federal and state rules and regulations regarding fiscal aspects of Title III grant applications for 24 local education agencies. Communicates directly with administrators in LEAs regarding grant budgets.   
  • Provides program and administrative support for Title III Federal Formula Grant, including the management of all LEA grant files. 
  • Oversees completion of LEA grant management procedures by maintaining the calendar of grant management documentation (e.g., interim and final reports).  Works with LEAs and specialists to ensure deadlines are met in a timely fashion by preparing, tracking, and maintaining files for grant approval letters, amendments, and grant award notices for specialists.
Procurement/Organization and Planning: 
  • Prepares, processes, and maintains accurate records of purchase orders for bids, supplies, travel, requests for proposals, expense accounts, and time sheets, and maintains accurate records to secure goods and services and facilitate implementation of programs and projects in accordance with Maryland State Department of Education procedures, protocols, and federal/state requirements.        
  • Maintains historical files and up-to-date records of state programs, general correspondence, program operations, legislation, program grants, and human resources to ensure access and retrieval of information by using electronic and paper organization methods in accordance with MSDE guidelines.        
  • Organizes large and small group meetings and workshops by planning registration, notifying participants, making facility catering arrangements, preparing meeting packets, and making other logistical and material arrangements. 
  • Coordinates appointments, schedules, and travel arrangements for specialists.

MINIMUM QUALIFICATIONS

Experience:   Three years of experience in administrative staff or professional work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for each year of the required experience.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring 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 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.·

  •  Proficient in Excel spreadsheets 
  •  Microsoft Office Suite 
  •  Google Office Suite

SPECIAL REQUIREMENTS

  • Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned. 
  • Applicants are subject to a criminal background investigation in accordance with the federal Family Law Article, Section 5.5. 
  • Employees in this classification are subject to substance abuse testing in accordance with Code of Maryland Regulations 06.01.09, Testing for Illegal Use of Drugs.

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

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

It is preferred that applicants complete the MD State Government online application for employment. The application must clearly demonstrate that the applicant meets the minimum qualifications for the position. If the
applicant is unable to apply online, paper applications can be obtained from the link below and be faxed to 410-333-8950 or mailed to MSDE Office of Human Resources, 200 W. Baltimore Street, Baltimore, MD 21201. If there is a supplemental questionnaire, this must be completed and sent in with your paper application, if you are unable to apply online.

All application materials must be received in our office by the closing date. Postmarks will not be accepted. Applications must be complete to be considered including all related job duties, even if those are also listed on an attached resume. Additional required materials may be uploaded with the online application, submitted to the fax number, or mailed to the address listed.

Inquiries can be made to 410-767-0019, TDD 410-333-3045. Appropriate accommodations can be made for individuals with disabilities.

If you have difficulty with your user account or have general questions about this online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850. TTY Users: Call via Maryland Relay.

Proof of eligibility to work is required in compliance with the Immigration Reform and Control Act. Any misrepresentation of academic or experience requirements for this position may result in non-selection or termination of employment.

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.




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