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ADMINISTRATOR III

Finance & Support Services Administrator

Recruitment #18-002588-0004

Introduction

 

GRADE

State Salary Grade 18

LOCATION OF POSITION

22 South Calhoun St., Baltimore, MD 21223

Main Purpose of Job

The main purpose of this position is to administer the Maryland State Library Agency's (MSL) support functions including but not limited to operational and capital budget, fiscal controls, accounting transactions/reports, FMIS and payroll security access, human resources, procurement, payroll, internal/external audits, retirement; training/supervising clerical/ professional support staff.

This position is a Special Appointment position and serves at the pleasure of the Appointing Authority.

POSITION DUTIES

  • Accounting

    • Prepare operational budgets to be submitted to the Department of Budget and Management (DBM), Division of Budget Analysis as a request for resources to support the administrative functions of this program by analyzing historical data, discussing program needs with other agency administrators, and developing projections in spreadsheet format on an annual basis
    • Analyze operating expenditures and revise budget projections on a monthly basis to bring budget in line with actual expenditure and submit same to the DBM Division of Budget Analysis
    • Allocate funding years and State identification numbers to projects developed for the capital budget so State and Local Library Agencies properly identify and record all correspondence, financial transactions and reports to the appropriate project by reviewing previously issued identification numbers, previously issued grants relative to the project, preparing a spreadsheet and performing calculations
  • Human Relations
    • Function as the liaison between the agency and the Office of Personal Services & Benefits (OPSB) Shared Services Division
    • Provide direction to obtain and maintain employee personal files to have a single resource of employee documentation by overseeing the establishment of a file folder for each employee, processing MS-310’s, W-2 Forms, retirement forms, health benefits forms, change of address, increments, Leave Status Reports, and Performance and Planning Evaluation Forms until retrieved by the OPSB Shared Services Division
    • Counsel employees and supervisors on matters concerning leave, FMLA, health benefits, payroll taxes, retirement, deferred compensation, performance evaluations, preparation of MS-22’s, leave donation program, staff training/development, and other personal matters to allow employees and supervisors to make informed decisions about their careers and/or positions supervised by researching code regulations and classification and compensation manuals as needed
  • Auditing
    • Direct and manage financial/procedural compliance audits of Local Library Agencies to insure compliance with statue and regulations by overseeing the scheduling of field audits, and by evaluating work papers and reports of audit staff    
  • Authorization/Internal Control
    • Approve all operational and capital procurements, cash receipts, and disbursement to insure that purchases/cash receipts and payments are made in accordance with management’s direction by reviewing purchase orders, invoices, transfers, and authorizing the same
  • Procurement
    • Oversee all operating procurement of supplies and services in order to insure compliance with State laws, rules/regulations and policies

MINIMUM QUALIFICATIONS

Education: A Bachelor's degree from an accredited college or university.

Experience: Five years of experience in administrative staff or professional work. One year of this experience must have involved one or more of the following: the supervision of other employees, overseeing and coordinating the general operations of a unit, applying rules and regulations, or exercising responsibility for the development of policies or procedures.

Notes:

1. Additional experience in administrative staff or professional work may be substituted on a year-for-year basis for the required education.

2. Additional graduate level education at an accredited college or university may be substituted at the rate of 30 semester credit hours on a year-for-year basis for the required general experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required education and experience.

SELECTIVE QUALIFICATIONS

Applicants must meet this selective qualification to be considered. Include clear and specific information on your application regarding your qualifications.

1 year of Accounting experience preparing operational budgets

DESIRED OR PREFERRED QUALIFICATIONS

The following qualifications are preferred, not required:

  • Human Resources / Employee Relations experience
  • FMIS experience

LIMITATIONS ON SELECTION

Proof of eligibility to work in compliance with the Immigration Reform and Control Act and 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.

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 provide sufficient information on your application (and on separate pages, if necessary) to show that you satisfy 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. Resumes may not be submitted in lieu of completing the employment application.

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. You will be required to complete a supplemental questionnaire. Therefore, it is important that you provide complete and accurate information on your application. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year. The examination will 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.

BENEFITS

FURTHER INSTRUCTIONS

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. If you need to submit additional information, the preferred method is to upload your document(s) by electronic means with the submission of your application. However, if you’re unable to upload your documents, please fax requested information only to 410-333-8950 (providing a cover sheet with the following : each page of the attachment your First and Last Name, Recruitment Number, and the last 4 digits of your SS# and indicate application Administrator III- [JobAps#: 18-002588-0004]). We will not consider information submitted after the closing date of this announcement.

Resumes will NOT be accepted in lieu of completing the online or paper application.

ONLINE APPLICATIONS ARE HIGHLY RECOMMENDED, however a paper application may be submitted to:

 Maryland State Department of Education

Office of Human Resources

C/o Marcia Cooper-Stokes

200 West Baltimore Street

Baltimore, Maryland 21201

For inquiries regarding this position, please contact 410-767-0019

 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.

Appropriate accommodations for individuals with disabilities are available upon request.

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

We thank our Veterans for their service to our country, and encourage them to apply.

Bilingual applicants are encouraged to apply.