Administrative Officer III

State of Maryland•Baltimore City, MD

2d•Onsite

About The Position

The Administrative Officer III provides administrative and secretarial support to the Director of Education Services and helps ensure the efficient operation of the office. The position receives and directs phone calls and visitors, maintains calendars for the Director and education staff, develops and maintains forms and spreadsheets for data collection, obtains and tracks data, prepares reports, drafts correspondence and responses for signature, and maintains unit records. The role also acts as an intermediary for the supervisor, communicating with public and private executives, professional staff, and other officials. The position collects, assembles, compiles, and summarizes information for reports, including education statistics and the monthly education report covering enrollment, capacity, GED results, vacancies, and program analysis. It handles incoming mail and external contacts, maintains confidential records and files, and prepares and tracks supply, equipment, and material requisitions. It also maintains data and invoices related to the DPSCS Education Budget and federal and state grant funding, schedules meetings, prepares agendas and materials, and prepares travel, mileage, and reimbursement forms.

Requirements

High school graduation from an accredited school or possession of a high school equivalency certificate.
Three years of administrative staff or professional work.
Applicants may substitute 30 college credit hours from an accredited college or university for each year, up to two years, of the required experience.
Applicants may substitute a bachelor's degree from a college or university for the required experience.
Applicants may substitute qualifying U.S. Armed Forces commissioned officer experience involving staff work and regular use of independent judgment and analysis in applying or interpreting complex administrative plans, policies, rules, or regulations, or analyzing operational programs or procedures and recommending improvements, on a year-for-year basis for the required experience.
A valid Maryland motor vehicle operator’s license is required if assigned duties involving operation of a motor vehicle.

Nice To Haves

Experience completing state and/or federal grant applications and implementing grant activities.
Experience in education, particularly education in a correctional setting.

Responsibilities

Interpret administrative decisions and policies for staff and transmit instructions with the supervisor’s authority.
Act as an intermediary for the supervisor and maintain frequent contacts with public and private executives, professional staff, and other officials.
Collect, assemble, compile, and summarize data and prepare reports, including the monthly education report on enrollment, capacity, GED results, vacancies, and program analysis.
Receive telephone calls and visitors, redirect callers, and provide information about unit functions and agency directives.
Open and review incoming mail, route it to appropriate staff, prepare or compose responses, document external contacts, and track items awaiting responses.
Maintain confidential unit records, internal department files, general correspondence, meeting minutes, and other essential files.
Prepare requisitions for education department supplies, equipment, and materials; track outstanding requisitions and follow up on their status.
Maintain data and invoices for the DPSCS Education Budget and federal and state grant funding.
Maintain calendars for the Director of Education Services and education staff; schedule meetings and prepare agendas and materials for staff meetings.
Prepare travel, mileage, and reimbursement forms.

Benefits

Health insurance
Dental insurance
Vision insurance
Six personal leave days annually for new State employees, prorated based on start date
Ten days of annual leave per year
Fifteen days of sick leave per year
Up to sixty days of paid parental leave upon the birth or adoption of a child
At least twelve holidays per year
State pension credit toward retirement
Supplemental retirement options
Access to the Maryland State Employees Credit Union