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ADMINISTRATIVE AIDE

Recruitment #15-002572-0022

GRADE

11

LOCATION OF POSITION

Maryland Department of Human Resources

Human Resource Development and Training

311 W. Saratoga Street

Baltimore MD 21201-3500

Main Purpose of Job

This position functions as the administrative assistant to the Manager, Employment Services, Office of Human Resource Development and Training (HRDT) with the Department of Human Resources (DHR). This position is responsible for the supervision of HRDT's front desk receptionist, management and coordination of DHR's Financial Disclosure Program and DHR's ID/Security Program and coordination of DHR's Hiring Exception Program. In addition to these duties this position is also responsible for monitoring and ordering office supplies, working on special projects, and working with a diverse group of internal and external customers at all levels within the organization.

POSITION DUTIES

Administers DHR's Financial Disclosure Program to ensure DHR is in compliance with State Ethics Commission guidelines and mandatory filing deadlines; schedules and tracks employees required to file a Financial Disclosure to ensure they complete the mandatory training; reviews procedures used through the year for required financial disclosure filings for additions or deletions of both staff and positions; manages and responds to requests for photo security card (ID) program for all Local Departments of Social Services (LDSS) and Headquarters Administrations; coordinates with Department of General Services (DGS) and LDSS to develop and maintain procedures to schedule location sessions and provides notification; develops and implements guidelines required to manage acquisition of various types of ID's issued by DGS, which includes setting up procedures for background checks, replacement IDs, etc.; monitors and maintains communication with the Sub-Coordinators who authorize their individual location's needs; maintains current database of Hiring Freeze Exception Request information; reviews individual requests for submission to the Department of Budget and Management; coordinates the posting of ads and job announcements received; researches posting sites to identify appropriate venues to target specific pools of candidates to ensure adequate exposure of DHR's announcement and posts on appropriate sites; reviews monthly Corporate Purchasing Card statement and submits to DHR Budget office; processes independently all temporary help requests in a timely manner; and provides on-going supervision and training to Front Desk Receptionist to ensure appropriate clerical support services and staff coverage in the receptionist's absence.

MINIMUM QUALIFICATIONS

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

You must meet both the minimum qualifications below AND the Selective Qualification (One year of experience using Microsoft Word, Excel and Powerpoint​) to be approved for this recruitment.

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.

SELECTIVE QUALIFICATIONS

(PLEASE NOTE: THIS EXPERIENCE IS REQUIRED FOR APPROVAL; THERE ARE NO SUBSTITUTIONS. If you do not possess this experience, your application will be disapproved and you will not be considered for this vacancy.)

One year of experience using Microsoft Word, Excel AND PowerPoint.​

(For each position on your application, please describe in detail where you performed job duties that involved each of the sofware programs mentioned; candidates must possess experience with all three kinds of software.)

DESIRED OR PREFERRED QUALIFICATIONS

Experience working in a fast-paced office environment.

Experience working in an HR Office.

Must be able to work independently and as part of team.

Excellent customer service and communication skills.

Experience using an HRIS system. 

LIMITATIONS ON SELECTION

Limited to candidates willing to accept employment in Baltimore, Maryland.

SPECIAL REQUIREMENTS

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.

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 employment (eligible) list for at least one year. 

EXAMINATION PROCESS

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. 

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must accompany the application.  All information concerning your qualifications must be submitted by the closing date.  We will not consider information submitted after this date.

BARGAINING UNIT STATUS

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.

BENEFITS

FURTHER INSTRUCTIONS

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

DHR Examination Services Unit

Attention: Scott Waddel

311 W. Saratoga St., First Floor

Baltimore MD 21201

Or Email: dhr.esu@maryland.gov

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

Do not submit unsolicited documentation. The paper application must be received by 5 PM on the closing date for the recruitment.

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

Bilingual applicants are encouraged to apply.

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




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