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Administrative Specialist

Administrator I

Recruitment #22-006094-0042

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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 Salary Grade 16
Annual Salary Range: $53,974 to 68,697 (with progression to $86,450)

LOCATION OF POSITION

7125 Ambassador Road
Windsor Mill, Maryland, 21244

Main Purpose of Job

The Maryland Center for School Safety (MCSS) is an independent unit under the Maryland State Department of Education that provides grant funding, training, and other resources to support schools throughout Maryland. Our agency mission is to promote and enhance safer school communities. This position reports directly to the Administrator – Fiscal Operations. The Administrative Specialist provides high-level, confidential administrative support to the Maryland Center for School Safety (MCSS) office, MCSS Administrator for Fiscal Operations, MCSS Executive Director (ED) on as-needed-basis; as well as MCSS staff as a whole. Primary duties include clerical, administrative, technical and project-based work; as well as scheduling and booking travel, data entry and database management, providing support to MCSS training staff and events, arranging and coordinating meetings, providing logistical support, handling information requests, preparing reports and correspondence and liaising with a wide range of stakeholders. This position is often privy to confidential information and as such, requires diplomacy and discretion. The ability to prioritize multiple deliverables while at the same time maintaining a realistic balance between current and upcoming priorities is an essential skill for this position. This position also tracks events and takes the initiative on various matters. This position is responsible for ensuring that MCSS staff is prepared with the right documents and information before meetings. This position will also provide administrative support to MCSS satellite offices located in Bowie and Harford county. In order to fulfill these responsibilities, this position requires strong communication, exceptional writing skills, attention to detail, ability to research and provide reports to the Administrator – Fiscal Operations and other MCSS staff, where applicable. This position requires familiarity with various office management systems (e.g., Microsoft, Google, Adobe office software), and strong organizational skills with the ability to think proactively and prioritize work. Working knowledge in other software programs and applications relevant to this position is a plus. Applicant must be able to work as part of a team and independently. Applicant must work on site a minimum of four (4) days a week with the option to telework one (1) day a week. Some travel is required; therefore, applicant must have a valid driver’s license.

POSITION DUTIES

In order to fulfill these responsibilities, this position requires strong communication, exceptional writing skills, attention to detail, ability to research and provide reports to the Administrator – Fiscal Operations and other MCSS staff, where applicable. This position requires familiarity with various office management systems (e.g., Microsoft, Google, Adobe office software), and strong organizational skills with the ability to think proactively and prioritize work. Working knowledge in other software programs and applications relevant to this position is a plus. Applicant must be able to work as part of a team and independently.

Responsibilities include managing the day-to-day operations of the MCSS Offices, helps implement and oversee organizational processes and systems for office personnel; including filing, data entry, database management, expense reports, travel arrangements, transcription duties, accessibility assistance, travel, scheduling, and other duties as assigned. Specific tasks include and is not limited to:
  • Answering incoming calls to MCSS main office, transferring calls accordingly and relaying necessary messages, in line with departmental policies and procedures;
  • Responding to or forward incoming emails to the appropriate parties for review and processing. This includes updating the corresponding databases to reflect when matters have been resolved;
  • Ordering office supplies and equipment for both the main office, satellite office locations and remote office locations, utilizing the agency’s policies and procedures on such matters.
  •  Assisting with procurement requests and fulfillment.
  • Scheduling, which includes but is not limited to staff, Subcabinet and Advisory Board members; and making travel arrangements;
  • Ability to exercise good judgement in a variety of situations;
  • Assisting with the Executive Director and management staff’s scheduling as needed;
  • Assigning incoming correspondence - via website forms: e.g. Website Feedback form, Training Request Form, Tip line Form - to the appropriate MCSS staff member;
  • Assisting with virtual meetings: setup, waiting rooms, monitoring, muting etc.;
  • Developing and maintaining inventory management protocols;
  • Assisting with the development and maintenance of agency policies, procedures, workflow processes, and quick reference guides (QRGs);
  • Assisting with maintaining and managing the agency’s Google Drive and Server files;
  • Ensuring databases and files are backed up regularly off site and locally for all identified units;
  • Creating additional databases of pertinent Partner information, maintaining current Partner lists, and ensuring that they are up to date and accurate;
  • Maintaining and updating the asset management database and inventory database·
  • Performing other related duties as assigned.
The position also requires the individual to have the ability to handle multiple projects concurrently, work collaboratively with stakeholders, and communicate effectively with internal and external individuals at varying levels.

MINIMUM QUALIFICATIONS

EDUCATION: Associate's Degree from an accredited college or university.

EXPERIENCE: Five (5) years of experience  in administrative staff or professional work.

Notes:

1. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and three years of experience in administrative staff or professional work 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.

  • Familiarity with Smartsheets

SPECIAL REQUIREMENTS

Applicants must consent to State and FBI (CJIS) background check as a routine procedure for all employees. Proof of eligibility to work in compliance with the Immigration Reform and Control Act and occasional travel throughout the state are required. Any misrepresentation of academic or experience requirements for this position may result in non-selection or termination of employment

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.

For education obtained outside of the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation will be required prior to hire. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

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

It is preferred that applicants complete the MD State Government online application for employment -AND- submit their professional resume. 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  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.

Please do not put "See Resume" in the job duties section of your application; your application will not be considered.

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 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.


Click on the link below to apply:


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