Administrative and Processing Specialist

State of Maryland•Baltimore City, MD

7d•Onsite

About The Position

The Maryland Commission on Civil Rights (MCCR) is the agency responsible for enforcement of anti-discrimination and civil rights laws for the State of Maryland. MCCR is charged with investigating and administratively processing complaints that allege discrimination in employment, housing, public accommodations and the State’s commercial non-discrimination policy. This position provides clerical, administrative and technical assistance to the Assistant Director, Administrative Services Department and Commissioners; as well as coordinates and/or serves as the agency’s liaison in the areas of telecommunication services, facilities management, maintenance and janitorial services.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
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 experience.

Nice To Haves

Experience using FMIS and ADPICS.
Experience with MS Office Suite preferred.
Proficiency in Microsoft Excel.
Experience in data entry.
Ability to multi-task.
Able to comfortably lift up to 20 pounds.
Excellent verbal, analytical, organizational and written skills.
Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

Responsibilities

Provides administrative assistance to the Assistant Director in assignments requiring independent judgment and follows through on the completion of all assignments to promote a smooth-running department and office.
Assist the Assistant Director with coordinating and expending the annual budgetary appropriation.
Prepare journal entries in FMIS for the Assistant Director.
Generate budget reports for Assistant Director’s review and approval.
Serves as the ADPIC back up on an as needed basis.
Prepares independently, correspondence for review and signature of the Assistant Director, and composes and signs important correspondence, all entailing a wide knowledge of the agency and department’s programs, procedures, functions and policies.
Conveys administrative and agency decisions to the department, administrative staff and other members of the agency, and transmits orders and instructions with their authority.
Establishes and maintains files, electronic data and a filing system; obtains pertinent materials from the files and makes them available to Assistant Director, administrative staff and other agency staff.
Screens and handles telephone calls and visitors; schedule meetings, arranges appointments and interviews for Assistant Director and Administrative Services Department.
Acts as intermediary for the Assistant Director maintaining frequent contact with state, public and private executives, professional staff and other officials.
Acts as trouble-shooter for operational problems within the agency.
Prepares paperwork and coordinates the transfer of files to both the Agency and the State archives.
Provides administrative support services to the agency and other duties as assigned.
Serves as Agency Workday Timekeeper.
Coordinates and maintains agency’s electronic timecard and leave accounting system in Workday for all contractual and regular employees.
Coordinates and maintains the agency’s Statewide Workday system.
Run required Workday reports and submits payroll authorization to the Department of Budget and Management for all contractual and regular payroll periods.
Responds to request from Managers, Supervisors, and agency employees for guidance and/or advice regarding completing the electronic timecard in Workday.
Serves as the agency’s Procurement and Property Officer.
Advises and assists the Assistant Director with identifying and ordering any and all supplies and equipment requested by MCCR staff and Commissioners.
Researches and recommends where agency can procure technology/supplies and other tools to support organizational efficiency.
Cardholder for agency purchases and reconciles monthly credit card statements for agency purchases.
Creates agency purchase orders in ADPICS.
If certain receipts are needed to finalize or complete a procurement action, follows up to make sure that such records are on file with the agency.
Maintains and updates MCCR’s inventory database to include IT, furniture, and supplies.
Fill supply request orders for agency staff.
Coordinates and handles all agency staff travel requests, i.e. obtain hotel accommodations, flight, rail arrangements and registration if needed.
Explains all travel regulations and prepares travel packet for agency staff prior to traveling.
Reconciles month credit card statements to travel purchases for agency staff.
Consults with outside State Telecommunication vendors regarding installation of phone system or service of existing phone system.
Handles telephone programs within the Agency.
Completes Telephone Service Request (TSR) electronically and submits to telecommunications and other vendors for additional equipment, repairs, etc.
Prepares and maintains internal agency phone directory.
Handles building maintenance requests from staff.
Follows-up and documents problem resolutions.
Serves as the agency’s MBE, SBR, and VSBE Coordinator and liaison to Governor’s Office of Small, Minority and Women Business Affairs. Duties include preparing monthly reports, tracking purchases and attending quarterly meetings.