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ADMINISTRATIVE SPECIALIST II

Recruitment #17-001756-0040

Introduction

The Department of Labor, Licensing and Regulation is accepting applications from qualified candidates for the Administrative Specialist II position within Office of General Services. The resulting eligible list will be used to fill the this position or function only. This recruitment is limited to current Department of Labor, Licensing and Regulation (DLLR) employees only.

GRADE

11

LOCATION OF POSITION

1100 N. Eutaw Street Baltimore, Maryland 21201

Main Purpose of Job

This is a position encompassing multiple areas of responsibilities and is requisite to providing excellence in customer services provided by the Office of General Services (OGS).

The main purpose of this position is (1) to coordinate and administer OGS' printing and forms program for the 1,800 employee force of the Department of Labor, Licensing & Regulation; (2) to provide analytical support to the Central Supply Unit, including ADPICS/FMIS direction relative to activities in the Central Supply; (3) to utilize the State's FMIS system to place printing and supply orders.

This position relates to the agency's mission in that is provides consistent and dependable support for DLLR employees who, through their efforts, provide economic stability to the citizens of Maryland.

POSITION DUTIES

Duties of this position include, but are not limited to, the following:

1.  Liaison between all DLLR units to receive and process printing requests from all DLLR staff. These requests require review to determine where the jobs should be sent for completion.  Factors such as deadlines, sensitivity of material, vendors’ abilities to respond to specialized requirements, and existing printing projects are all taken into account.

2.  Plans and develops work plans to achieve quick turn-around time on critical print requests whose information is vital to citizens’ needs. Ability to make critical decisions to choose the correct printing vendor to meet job’s specific requirements for time, quality, and cost.

 

3.  Formulates work flow processes required to manage the voluminous forms required by the agency.  Lead and manage a work group of DLLR staff to monitor all of DLLR forms.

 

Inventory Maintenance & Management Duties:

In general, these duties cover the successful management of DLLR’s central supply, including customer service, inventory, procurement requisitions, cost and process control. 

Procures, stores, and tracks more than 300 categories of supplies for DLLR.  These processes are accomplished through the use of the State’s procurement system FMIS. Purchases & Organizes supplies Conducts the required yearly inventory count for Central Supply

Prepares data and reports

Forms Management Duties:

 

a.  Responsible for ordering and maintaining DLLR forms for use by the entire agency.  Tracking DLLR forms to create a schedule for re-ordering. Also provides hands on assistance in the development of new forms and the revision or disposal of outdated  forms.  

b.   Responsible for producing annual Forms Administration Report to the MD Department of General Services.  

c.   Purchases forms, envelopes, letterhead and other printed materials for all DLLR units.   Meets with those persons responsible for acquiring printed materials and makes recommendations on amounts to be purchased and negotiates prices with vendors.  

d.    Participates in revisions of older forms and the development of new forms.  

e.     Troubleshoots problems associated with forms management.

Creates and Manages Publications by:

Providing editing and other assistance to the all of DLLR units in reference to their local publications, flyers, etc.

Producing and printing all publications in Spanish and French, as applicable, to ensure that customers with limited English proficiency receive the same information as English speakers.

Designing, Planning, preparing, and distributing publications to meet deadlines for special events where DLLR publications are needed to provide awareness for the agency.

MINIMUM QUALIFICATIONS

Education: Completion of 60 credit hours at an accredited college or university.

Experience: One year of experience in administrative or professional work.

Notes:

1. Candidates may substitute experience as defined above for the required education at the rate of one year of experience for 30 credit hours, for up to 60 credit hours of required education.

2. Candidates may substitute 90 credit hours at an accredited college or university for the required education and experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required education and experience.

DESIRED OR PREFERRED QUALIFICATIONS

Strong preference will be given to applicants that possess the following. Include clear and specific information on your application.

Microsoft Publisher's experience or other graphic design software.

At least two years experience in creating requisitions in the State FMIS system.

LIMITATIONS ON SELECTION

Limited to current Department of Labor, Licensing and Regulation (DLLR) employees.

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.

SPECIAL REQUIREMENTS

All candidates are subject to a background check against files maintained by the Division of Unemployment Insurance (DLLR/DUI) to determine whether any monies are owed to DLLR/DUI as a result of unemployment overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.

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.

RESUMES ARE NOT ACCEPTABLE AND NOT CONSIDERED IN THE SELECTION PROCESS.  

All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.) must be submitted and received by the closing date. Information submitted after this date will not be considered.

For positions that require Bachelor/Master Degree etc.:  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.     

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.  

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

If you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION.

Completed applications, required documentation, and any required addendums may be mailed to:

DLLR Office of Human Resources
Attn: Ernestine Hyman   17-001756-0040
1100 N. Eutaw Street, Rm. 100
Baltimore, MD 21201

Online applications are highly recommended.  However, the paper application may be submitted to DLLR, Recruitment and Selection Division, 1100 N. Eutaw Street, Room 101, Baltimore, MD 21201.  The paper application must be received by 5 pm, close of business, on the closing date for the recruitmentNo postmarks will be accepted.

For additional information, please contact Ernestine Hyman at 410-230-6298 or via email Ernestine.hyman1@maryland.gov.The MD State Application Form can be found online

Department of Labor, Licensing and Regulation is an equal opportunity employer. It is the policy of DLLR that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.