ADMINISTRATIVE AIDE-Contractual

This is a full-time contractual position, located at the Maryland Department of Human Resources, Family Investment Administration-Office of Community Services.

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Department of Human Resources

Family Investment Administration

Office of Community Services

311 W. Saratoga Street

Baltimore, Maryland 21201

This position is responsible for providing secretarial support to the Director, staff and programs operating within the Office of Community Services in the Family Investment Administration. Under the guidance of the Director of the Office of Community Services, the position provides administrative assistance to the Office of Home Energy Programs, Bureau of Homeless Services and Office of Grants Management.

Maintains important and confidential records, schedules, expense accounts and office supplies. Develops and maintains paper and electronic records of pertinent documents.  Compiles reimbursement reports for mileage, parking and tolls.

Receives telephone calls and visitors and arrange for appointments and interviews. Supports preparation and planning for meetings. Organizes mail, including mail merge, as needed. Proofreads materials developed by the Director of the Office of Community Services.

Provides information to customers in regards to law, rules, regulations, operations and procedures governing agency operations and researching and responding to constituent matters, including customer complaints and inquiries.

Prepares and maintains statistical and numerical reports and records. Inputs the multiple Program's activity reports (monitoring visits/fiscal records) into required documents through Excel sheets and the dashboard tool, also uses system reports and the multiple Program's data systems database to prepare graphs, charts, and other documents for the Director.

Enters, updates, verifies and retrieves data using computer databases, spreadsheets and software applications. Organizes and screens for eligibility receipts received from Maryland Emergency Food Program recipients and logs into Smartsheets in order to monitor available balance of grant funds.

Assists accounting and finance staff with the preparation and processing of invoices and grant payments. Posts requisitions for approval by the multiple Program's fiscal staff.

Assists the multiple Program's staff, with sending out correspondences to grant recipients based on timelines and requirements, and also with the preparation, review and processing of grants and contracts.

Conducts other related duties as assigned by the Director of the Office of Community Services.

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.

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 to show that you meet the qualifications for this recruitment.  It is important that you report all related education and experience that is relevant to this recruitment qualifications.  All information concerning your qualifications, including a copy of your diploma or transcripts must be provided if selected for an interview.  We will not consider information submitted after this date.  Successful candidates will be placed on the employment (eligible) list.  The resulting list may be used for future vacancies with this Agency or other State Agencies.

Applicants who meet the minimum qualifications will be evaluated.  If selected for an interview, you will be required to provide an official transcript.  For all foreign education obtained outside the U. S. you will be required to provide proof of the equivalent American education as determined by a foreign credential evaluation service if selected for an interview.  

Online applications are highly recommended, however the paper application may be submitted to the Department of Human Resources, 311 W. Saratoga Street, Attn: Tonya N. Brown, Room 143, Baltimore, MD 21201.  The paper application must be received by 4:30 p.m. on the closing date for this recruitment, no postmarks will be accepted.  Information received after the closing date will not be considered.  Application inquiries may be directed to Tonya Brown at 410-767-7349.      

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.

Bilingual applicants are encouraged to apply.