What are the responsibilities and job description for the Office Manager (ADMINISTRATIVE OFFICER III) position at State of Maryland?

Introduction

When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than one million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.

We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind.

GRADE

LOCATION OF POSITION

Maryland Department of Human Services

Office Medical Eligibility Program (OMEP)

25 South Charles St

Baltimore, Md 21201

Main Purpose of Job

The Office Manager is in charge of coordinating administrative and fiscal activities for the Office Medical Eligibility Programs (OMEP) and reports to the Senior Director of the Office Medical Eligibility Programs, a unit of the Family Investment Administration. This includes creating and monitoring program budgets, managing and assessing service contract procurement, and auditing all programmatic expenditures. The incumbent is the point of contact for receiving, analyzing, and processing vendor invoices to ensure the quality and correctness of all expenses. This role promotes the department's work through frequent communication with several DHS divisions, including Procurement, Budget and Finance, and the Attorney General.

POSITION DUTIES

Reviews and analyzes procurement requirements and techniques.
Creates, prepares, and processes contracts, including interagency agreements and amendments.
Monitors programmatic expenditures to ensure they align with authorized budgets and FMIS.
Coordinates with agency partners, such as DHS Attorney General, Procurement, Budget, and Finance, to review and approve completed contracts on time.
Manages contracts to guarantee timely and correct repayment to service providers.
Verifies monthly expense reports and invoices for accuracy before submission for reimbursement. Budget preparation is coordinated with the OMEP Director and Assistant Director to ensure compliance with all federal and state laws, regulations, and services. Collaborates with Budget & Finance personnel to prepare and submit federal and state financial reports.
Reviews and edits OMEP documents such as Action Transmittals, Information Memos, Policy Alerts, and more. Monitors and updates all OMEP pages.

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Three years of administrative staff or professional work.

Notes:

1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.

2. Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

One year of proficiency with computer applications, including Microsoft Word, Excel, and Google Docs/Sheets.

One year of professional procurement experience with a state government agency.

One year of professional experience overseeing office finances, supplies, and vendor relationships.

One year of experience in basic financial management, such as invoicing, spending monitoring, and budget reporting.

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.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. Successful candidates will be placed on the eligible (employment) list for at least one year.

All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date.

If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

EXAMINATION PROCESS

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 be provided prior to hire.

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

BENEFITS

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost. CLICK ON THIS LINK FOR MORE DETAILS: STATE OF MARYLAND BENEFITS.

Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date).
Annual Leave - ten (10) days of accumulated annual leave per year.
Sick Leave - fifteen (15) days of accumulated sick leave per year.
Parental Leave - up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
Holidays - State employees also celebrate at least twelve (12) holidays per year.
Pension - State employees earn credit towards a retirement pension.
Positions may be eligible for telework.

FURTHER INSTRUCTIONS

Online applications are STRONGLY preferred. If the online application process is not available, please send your paper application and supplemental questionnaire (if applicable) to: Department of Human Services, Examination Services Unit, Attention: Dontia Walker, 25 S. Charles Street, Suite 1100, Baltimore, Maryland 21201. Email dontia.walker@maryland.gov, toll-free: 1-800-332-6347.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division, at 410-767-4850 or Application.Help@maryland.gov.

Do not submit unsolicited documentation.

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.

Bilingual applicants and people with disabilities are encouraged to apply.

We thank our Veterans for their service to our country and encourage them to apply.

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Office Manager (ADMINISTRATIVE OFFICER III)