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ADMINISTRATIVE OFFICER III (C22040/416024)

Document Imaging Coordinator

Recruitment #24-002247-0068

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Introduction


This is a contractual position with limited State of Maryland benefits

Work that matters. The Maryland Department of Housing and Community Development(DHCD) is a national leader in the financing and development of affordable housing and community development lending.

DHCD has an immediate opening for an Administrative Officer III in the section of the Division of Credit Assurance. This position maintains accurate data in the Multifamily database and software systems and verifies, through review of loan documents, what data should be entered into the Multifamily Systems. Accurate data is essential to the mission of the agency as the multifamily systems produces reports and tracking information which assists asset management in monitoring of multifamily properties.  This position will also be a lead trainer for the new multifamily asset management database system.

DHCD offers a flexible work schedule, telework and job sharing options; training, advancement and career path opportunities; casual business dress on Fridays and a competitive salary. The DHCD Headquarters is located at 7800 Harkins Road Lanham, MD next to the New Carrollton metro stop.
 
 

GRADE

15

LOCATION OF POSITION

7800 Harkins Road Lanham, MD 20706.

The Department of Housing and Community Development Headquarters is located in Prince George's County across from the New Carrollton Metro stop.

POSITION DUTIES

The Document Imaging Coordinator maintains the integrity of Docushare - the Multifamily Asset Management web-based filing system, by ensuring essential loan data is properly filed for easy reference to vital data. Provides technical assistance to DCA Portfolio Managers and Management. The Document Imaging Coordinator plans and develops protocols for systems use, monitors and recommends ways to streamline record maintenance and alerts DCA Management of potential problems within the structure of the retained information. The Document Imaging Coordinator works with the IT Director to enhance the functionality of Docushare for the Division and makes recommendations to Division Management as to how to best adapt Docushare for Division use. Job functions include, but are not limited to, records creation, records maintenance, records disposition, project research, special project preparation, data compilation, and legal document review. This position is responsible for setting up new project files in the Multi-family Portal and Access database and will lead implementation and staff training for new MAMS database system. Assists in support of various functions of asset management monitoring to include information related to Financial Statement/Budget Reviews, Management Reviews, Physical Inspection criteria and Annual Compliance Reporting. This position also gathers and reviews current insurance documents for each multi-million- dollar Multifamily Asset Management project from initial set-up of the file to the time when files are archived. The Document Imaging Coordinator serves as the Records Retention contact for the Division and analyzes and runs searches and reports to determine whether the Department has information related to Public Information Requests assigned to DCA by OAG. This position may also provide data/information for inclusion in specialized reports and statistics for Management.

MINIMUM QUALIFICATIONS

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate. 

Experience: Three years of 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 two years of the required experience.

2. Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.

3. 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.  

DESIRED OR PREFERRED QUALIFICATIONS

● Experience in real estate, housing programs, and or housing compliance monitoring software 
● At least one year experience using Microsoft office suite word/excel and/or google docs/sheets to create reports, documents and spreadsheets 
● Experience handling and organizing multiple tasks and projects

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 to document that you meet the minimum qualifications for this recruitment. Unofficial transcripts, certifications or diplomas to document educational or certification qualifications are required. Educational credentials from foreign countries must be evaluated by an approved education review service. This evaluation must be submitted with your application. For further information, you may call International Consultants of Delaware, Inc. (302) 737-8715 or World Education Services Inc. 1-800-932-3897 or (202) 331-2925. Successful candidates will be placed on the employment (eligible) list for at least one year. Eligible list may be used to fill future vacancies of the same classification. Successful candidates must document eligibility to work in the U.S. upon hire.

Please note: The Maryland Department of Housing and Community Development is not sponsoring new employees in application of the H-1B Visa at this time due to budgetary constraints. All applicants must be legally authorized to work in the United States under the Immigration and Reform Control Act of 1986. Federal regulations prohibit H1B Visa candidates from paying sponsorship fees, all sponsorship fees must be assumed by the potential employer.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience related to the requirements of the position. You may be required to complete a qualifications supplement, or the rating may be based on your application. Therefore, it is important that you provide complete and accurate information on your application. 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 (the 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 temporary/contractual employee who has worked 106 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

Online applications are STRONGLY preferred. However, if you wish to submit a paper application, you may mail your application and materials to: 
Miles Peterson
Department of Housing and Community Development
Office of Human Resources
7800 Harkins Road, Lanham, MD 20706
All application materials must be received by the filing deadline. If you are unable to upload your transcripts into the system, please send via email to miles.peterson@maryland.gov. Please include the following information in the body of the email: 
  • Attn: Miles Peterson, HR Generalist 
  • Your First and Last Name 
  • Recruitment # 
  • Classification (Job Title) of Recruitment
Incorrect/Incomplete applications submitted electronically or physically, or resumes in place of the application, will not be accepted. If you are interested in these positions and cannot apply online please fill out the paper application. 

TTY Users: call via Maryland Relay. 

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

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



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