Introduction
The Maryland Department of
Human Services (DHS) is the state’s primary social service provider, serving
over one million Marylanders annually.
The Department, through its 24 local departments of social services, aggressively
pursues opportunities to assist people in economic need, provide preventive
services, and protect vulnerable children and adults in each of Maryland’s 23
counties and Baltimore City. DHS works
in every community in Maryland to positively impact the lives of
Marylanders.
GRADE
15
LOCATION OF POSITION
Maryland Department of Human Services
Family Investment Administration
311 W. Saratoga Street
Baltimore, MD 21201
POSITION DUTIES
Under the general supervision of the Executive Director of the Family Investment Administration (FIA), this position contributes to the mission of the Department of Human Services to assist in the investment of families and individuals in economic need, increase prevention efforts, and protect vulnerable children and adults by functioning as an Office Manager. The incumbent is responsible for managing the workflow processes of monitoring and timely and accurate delivery of FIA Central Office internal and external assignments and deliverables. The incumbent serves as the Point of Contact (POC) for receiving, reviewing, and processing FIA Executive Office assignment packets.
The incumbent will work independently performing a wide range of complex and confidential executive administrative management and support duties. The incumbent will provide independent judgment and analysis in creating, applying, and interpreting complex administrative plans and policies. The incumbent will regularly perform assigned administrative responsibilities involving the analysis of operational programs and procedures with recommendations for improvements. The incumbent will apply the policies, procedures, regulations, and directives governing ongoing administrative responsibilities of the FIA Office of the Executive Director including, but not limited to: reviewing and formulating final reports and effective recommendations based on analyses conducted by the incumbent as well as direct and indirect reports of the Executive Director and Chief of Staff, preparing and manages the preparation and development of management tools such as standard operational procedural documents (SOPs), statistical reports, work-flow processes and charts, performance measurement criteria and/or organization charts, participates in establishing and modification of FIA Central Office and MD THINK Eligibility and Enrollment (E&E) and other FIA MD THINK Systems program goals and objectives through analysis of alternatives, trends, available resources and projected program needs.
The incumbent will be a leading participant in the Family Investment Administration Office of the Executive Director program planning process by assisting in the management and monitoring of the development of forecasts, proposals, and procedures for growth and development. The incumbent will confer daily with executive leadership, administrative officials, program managers, staff specialists, or others in order to exchange information pertaining to the Family Investment Administration and partnering administrations and agencies such as the Child Support Administration (CSA), Social Services Administration (SSA), Maryland Department of Health (MDH), Maryland Department of Education (MSDE) and Maryland Department of Information Technology (DOIT) to interpret policies or offer recommendations on operational practices, procedures, and policies. The incumbent will advise the Executive Director and Chief of Staff on inter-agency communications and coordinate inter-agency transactions providing liaison activities with officials in other agencies in the State, legislature, the federal government, and local government agencies.
The incumbent will provide assistance to the Family Investment Administration's Chief of Staff in the formulation and preparation of the Family Investment Administration's critical deliverables. The incumbent provides executive support of the calendar of the Executive Director including but not limited to scheduling meetings, appointments and coordinating travel arrangements, facilitating calls and meetings, responding to emails, and interfacing with FIA and DHS Central team members, Local Departments of Social Services, federal agencies, and other stakeholders, assisting in the review and coordination of legislative reporting responses; assisting in the review and preparation of final reports; assisting in the review and preparation of audit responses; and suggesting recommendations for improvement, proofreading documents, coordination of meetings and conferences, and working on special projects. The incumbent will also answer routine correspondence and may assemble highly confidential and sensitive information. He or she assists in the preparation, review, and submission of required federal reports. Independent judgment is required to plan, prioritize and organize a diversified workload. Some travel throughout the state is to be expected.
The Office Manager provides expert advice, consultation, information, guidance, interpretation, and technical support in the area of Office Management and analysis. The incumbent will also answer routine correspondence and may assemble highly confidential and sensitive information. Additionally, this position promotes the work of the department through frequent contact with Procurement Division, Budget and Finance, AG, State Agency Partners, State Auditors, and Federal Auditors.
MINIMUM QUALIFICATIONS
Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.
Experience: Seven years experience in 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 four years of the required experience.
2. Candidates may substitute the possession of a Bachelor's degree from a college or university and three years of experience in administrative staff or professional work for the required experience.
3. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 credit hours for each year of the required experience.
4. 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.
SELECTIVE QUALIFICATIONS
Applicants must meet the selective qualification(s) to be considered. Include clear and specific information on your application regarding your qualifications.
One year of experience understanding Public Assistance/Family Investment programs regulations, policy and procedures.
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.
One year of experience working in Family Investment Programs.
One year experience interpreting and applying Family Investment Program laws, regulations, policies and procedures.
Ability to plan and manage the work of the FIA Director’s Office and to schedule and control the work to assure quality of service.
One year of experience using computer software such as Microsoft Word, PowerPoint, and Excel or Google Docs and Sheets.
Ability to prepare charts, graphs, and other reports and communicate information clearly and concisely.
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 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 may be asked to complete a supplemental questionnaire. The supplemental questionnaire may be used as part of the rating process. Therefore, it is important that you provide complete and accurate information on your application.
For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required prior to hire.
BENEFITS
As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS: STATE OF MARYLAND BENEFITS
· Personal Leave - new State employees are
awarded six (6) personnel days annually (prorated based on start date).
· Annual Leave - ten (10) days of accumulated
annual leave per year.
· Sick Leave - fifteen (15) days of accumulated
sick leave per year.
· Parental Leave - up to sixty (60) days of paid
parental leave upon the birth or adoption of a child.
· Holidays - State employees also celebrate at
least twelve (12) holidays per year.
· Pension - State employees earn credit towards
a retirement pension.
FURTHER INSTRUCTIONS
The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplement questionnaire to: Attention: Cynthia McMillian, Department of Human Services, Examination Services Unit, 311 W. Saratoga Street, Room 142 Baltimore, Maryland 21201.
All mailed documents must include the applicant's name and the job number and must be received by 5 p.m. on the closing date. Resumes will NOT be accepted in lieu of completing the application.
If additional information is required, the preferred method is to upload. If unable to upload, please email requested information only to cynthia.mcmillian@maryland.gov. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.
If you have any questions concerning this recruitment process for this position, please contact 410-767-7199.
TTY Users: call via Maryland Relay.
If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or Application.Help@maryland.gov.
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.
