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MANAGEMENT ASSOCIATE

Recruitment #16-002650-0013

Introduction

This recuitment has selective and minimum qualifications.  Applicant must meet both selective and minimum qualifications.

GRADE

13

LOCATION OF POSITION

Department of Human Resources

Social Services Administration

311 W. Saratoga Street

Baltimore MD 21201-3500

Main Purpose of Job

This position serves as the Management Associate for the Department of Human Resources (DHR), Social Services Administration (SSA), Executive Office. The incumbent in this position maintains confidential files/records; exercises discretion and independent judgment; provides sensitive or confidential information discreetly; and processes legislative requests. This position requires working knowledge of SSA's programs, procedures and policies, child and adult welfare terminology, use of considerable tact, discretion, independent judgment and decision making, and excellent customer services skills.

POSITION DUTIES

In collaboration with Executive Administrative Aide, the incumbent in this position maintains and coordinates the Chief of Staff's and Executive Director's meeting and conference schedule; coordinates meetings by scheduling appointments with internal and external customers; provides all parties with pertinent information agenda and any other information/materials required for that meeting; composes approval letters and forms for travel approvals with gathering supporting documents; sends out e-mails to Director's and Assistant Director's at the Local Departments of Social Services and sends out mailings for Director of IV-E Waiver; maintains expense accounts and retains important confidential records that pertain to adult and child welfare issues; maintains a log for requisitions that have been entered into the Advanced Purchase Inventory Control System (ADPICS); composes, prepares, reviews and proofreads correspondence, forms, charts, reports, budget estimate sheets and other written documents as requested by Executive Office staff; verifies, enters, updates and retrieves essential data from databases and spreadsheets; maintains and orders supplies; processes controls/assignments and policies directives; and supports the SSA Budget staff. This position also prepares and disseminates information regarding administrative issues to SSA staff and constituents; coordinates and resolves a variety of employee and constituent matters through written and oral communication with review from Executive Office staff; transmits orders, instructions and information on behalf of the Executive Office and the Director of the IV-E Waiver by communicating with State, Federal, public and private executives, DHR staff and other officials to provide or request information; interprets administrative decisions and policies to other members; transmits orders and instructions; provides information regarding laws, rules, regulations and procedures governing the agency's operations; supports the coordination of SSA legislative requests; reviews all legislative correspondences, controls, and assignments prior to the Chief of Staff's review and sign-off; corrects and formats, grammatical and typos and/or return to writer when corrections are needed regarding the content; proofreads and signs outgoing legislative correspondence; and acts as intermediary for SSA Executive Office, Governor's Office, Office of the Secretary, Deputy Secretaries, the three modal administrations, other government officials, departmental staff and the general public.

MINIMUM QUALIFICATIONS

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: Five 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 or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

This recuitment has selective and minimum qualifications.  Applicant must meet both selective and minimum qualifications.

SELECTIVE QUALIFICATIONS

One year of experience providing secretarial support to officials, administrators or an executive office of a Human Service Program using Microsoft Office Software; Excel, Word, PowerPoint and Google Documents.

DESIRED OR PREFERRED QUALIFICATIONS

 The ideal candidate will possess the following:

1. Experience with ADPICS.
2. Strong written and oral communication skills.
3. Ability to prioritize and multi-task effectively.
4. Flexibility in a busy environment.
5. Strong time management, priority setting and problem-solving skills.
6. Skills to team with variety of colleagues.

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 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 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: Kendra Young

311 W. Saratoga Street, First Floor

Baltimore, Maryland 21201

Or email dhr.esu@maryland.gov; assistance via phone: 410-767-7414.

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.

Bilingual applicants are encouraged to apply.

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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