ADMINISTRATIVE AIDE

11

Department of Human Resources

Budget and Finance/Accounting Operations

311 W. Saratoga Street

Baltimore. MD 21201

This position serves as the Administrative Assistant/Specialist within the Accounting Operations Division (AOD), with specific emphasis on providing administrative support to the Director of Accounting Operations for the Department of Human Resources (DHR). The incumbent in this position provides daily secretarial support to the Director, as well as for the other Accounting Operations Managers on an as needed basis; provides secretarial support to the Chief Financial Officer (CFO) on occasion; prepares and assemble materials, reports and documents required by the AOD Director; acts as the receptionist for unit; drafts typewritten or computer generated correspondence; researches documents for supporting information; prepares various budgetary documents such as Spending Plan Amendments, budget notes and monitors the fiscal status of AOD; assists and distributes work to staff, proofreads assignments and secure appropriate signature(s); maintains assignment, leave requests, the miscellaneous tracking systems, confidential records, expense account, calendar, purchasing records, inventory of telephones and furniture; prepares and maintain personnel related materials; orders supplies and materials; assists with the department's year-end closing process and finalization of budget review, calculations/formulas, as needed; prepares and completes charts, graphs, special reports utilizing such software as Microsoft Word, Excel, PowerPoint, etc., for formal presentations.

This position serves as the Administrative Assistant/Specialist within the Accounting Operations Division (AOD), with specific emphasis on providing administrative support to the Director of Accounting Operations for the Department of Human Resources (DHR).

The incumbent in this position provides daily secretarial support to the Director, as well as for the other Accounting Operations Managers on an as needed basis; provides secretarial support to the Chief Financial Officer (CFO) on occasion; prepares and assemble materials, reports and documents required by the AOD Director; acts as the receptionist for unit; drafts typewritten or computer generated correspondence; researches documents for supporting information; prepares various budgetary documents such as Spending Plan Amendments, budget notes and monitors the fiscal status of AOD; assists and distributes work to staff, proofreads assignments and secure appropriate signature(s); maintains assignment, leave requests, the miscellaneous tracking systems, confidential records, expense account, calendar, purchasing records, inventory of telephones and furniture; prepares and maintain personnel related materials; orders supplies and materials; assists with the department's year-end closing process and finalization of budget review, calculations/formulas, as needed; prepares and completes charts, graphs, special reports utilizing such software as Microsoft Word, Excel, PowerPoint, etc., for formal presentations.

Please describe in detail any job duties relating to the minimum qualifications stated below and include any computer software experience (Excel, CHESSIE, Powerpoint, Word etc.) used in the each of the positions you held.

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

Experience: Four years performing secretarial work or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

Applicant must meet both Minimum and Selective Qualfications.

One year experience providing support to an Administrator or an Administrative Staff in a fiscal unit handling budgets, overseeing expense accounts, purchasing records, and inventory.   

DESIRED/PREFERRED QUALIFICATION:

The ideal candidate will possess:

Experience with State of Maryland Financial Management Information System (FMIS) and Advanced Purchasing and Inventory Control System (ADPICS).

Experience with the requisition processing.

Experience use with personal computers software i.e. Microsoft Word, Excel, and PowerPoint.

Demonstrated ability to accurately type on a typewriter or keyboard on a personal computer, computer terminal or word processor at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Please make sure that you provide sufficient information on your application (and on separate pages, if necessary) 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 employment (eligible) list for at least one year.

The examination will consist of a rating of your education, training, and experience relating to the requirements of the position.

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

STATE OF MARYLAND BENEFITS

Online applications are STRONGLY preferred.  If the online application process is not available, please send your paper application and supplemental questionnaire (if applicable) to: 

Attention: Kendra Young 

DHR Examination Services Unit

311 W. Saratoga Street, First Floor 

Baltimore, Maryland 21201 

Or, fax requested information to: 410-333-0882; Email dhr.esu@maryland.gov; Voice 410-767-7414, toll-free: 1-800-332-6347.  Do not submit unsolicited documentation. The paper application must be received by 5 PM on the closing date for the recruitment.  

TTY Users: call via Maryland Relay, 1-800-925-4434. 

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.