ADMINISTRATIVE SPECIALIST II

This is a Position Specific-Recruitment for the Carroll County Department of Social Services.  It is important to complete the Supplemental Question as part of the application process.

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Department of Human Resources

Carroll County Department of Social Services

1232 Tech Court, Suite 1

Westminster, MD  21157

The primary purpose of this position is to work in the Human Resources Unit completing timekeeping/payroll, completing personnel transactions and sick file maintenance. This position will also assist the Finance Office with account reconciliation.

Timekeeping Duties - Tracking overtime funds for merit employees and preparing reports; tracking Leave Bank memberships and processing requests and donations for submission to the Leave Bank. Preparing paperwork for in-house leave donations; securing needed documentation for sick leave usage; tracking FMLA and chronic notes for all employees and notifying employees when they are due to expire. Tracking sick leave usage and sending notice to supervisor if employee has five undocumented occasions. Preparing GAAP report annually, and forwarding leave balances of transferring employee to new employer. Preparing bi-weekly STATESTAT Report for submission to DHR.

Account Reconciliation - Compiling 162 and 209 Overpayments into in-house spreadsheet and comparing to CARES system reports for accuracy.

File Maintenance/Mail Distribution/Interviews - Open, stamp and distribute all incoming mail for the Human Resources Office staff. Maintain all sick files, verify all sick documentation and file. Create Personnel, PEP and Medical Files for all new employees and close out files for all employees that resign, transfer and terminate employment at Carroll County DSS. Prepare New Employee Orientation packets, ensuring that there are always a minimum of five orientation packets prepared and ready to be used at all times.

Data Entry and Management - Use personal computer to access SPS Workday, Central Payroll Bureau, (BAS)Health Benefits, Maryland State Retirement, etc. Update Employee Database with all current employee information, put all new hires in system upon completion of orientation and remove employees when they leave Carroll County DSS. Prepare P3 forms for Finance Department and LAN forms for IT within 24 hours of employee status change. Maintain perpetual spreadsheet of all hires to identify when they are to be non-competitively promoted. Process all appropriate forms to initiate promotion. Maintain perpetual spreadsheet of all new hires to record monthly probationary reports. Identify those that have not been completed and advise department heads.

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

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 to year basis for the required education and experience.

The ideal candidate will possess the following:

Six months or more experience performing Human Resources transactions in the Statewide Personnel System (SPS) Workday.

Knowledge of Maryland State Government Leave Usage Policy.

One year experience or more in Word and Excel.

The ability to explain information to internal and external customers.

Knowledge of tracking the Family Medical Leave Act (FMLA) hours.

The ability to scan, upload, and download Adobe documents.

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.

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.

The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies. 

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.

It is imperative to list all computer and software experience on your application pertaining to your job duties.

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:

DHR Examination Services Unit

Attention: Betty Ketterman

311 W. Saratoga Street, First Floor

Baltimore, Maryland 21201

Or, fax requested information to: 410-333-0882; Email Bettyj.ketterman@maryland.gov. 

For questions concerning this position, please call 410-767-7147, toll-free: 1-800-332-6347.

Do not submit unsolicited documentation. Resumes and copies of diplomas are not required.

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.  

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. 

We thank our Veterans for their service to our country.