Management Support Associate - Baltimore, United States - Maryland Department of Transportation

Description

Description


OPEN TO ALL QUALIFIED APPLICANTS
This is a position-specific recruitment. The resulting list of eligible candidates will be used to fill this Maryland Transportation Authority position/function only. All interested persons will need to re-apply for any future recruitment conducted for this classification.

The Maryland Transportation Authority (MDTA) owns, operates, and maintains eight major toll facilities comprised of four bridges, two tunnels, and two turnpikes across the State of Maryland.

For over 50 years, the MDTA has provided Maryland's citizens and visitors with safe, secure, and convenient transportation facilities.

We are committed to quality and excellence in customer service, and we rely on our organization's values, traditions, and – most importantly – our employees to achieve these goals.

Nature of Work:

This position provides executive-level administrative support for the Chief Financial Officer (CFO), Financial Executive Officer (XO), and, on an as needed basis, the Director of Procurement (DOP Director), and other division directors that report to the CFO by exercising independent judgment and action within established policies and procedures.

This position assists with the preparation of reports, presentations, and summarizes information into prescribed formats.

The incumbent, in consultation with the CFO and XO, will develop deadlines, projects, and other various work products as assigned.

This position plans, organizes, coordinates, and manages administrative needs such as preparing correspondences, answering/screening telephone calls, scheduling meetings, receiving and directing visitors, maintaining the CFO's calendar to optimize efficiency and maintains routine records and files.

Additional duties may include but are not limited to the following:

Assists with maintaining compliance with program standards in accordance with the Maryland Department of Transportation (MDOT)/MDTA, Department of Budget and Management (DBM), and COMAR policies;
Oversees timely completion and submission of tasks assigned and information requested by the CFO;
Conducts on-going reviews of administrative and clerical work being done to ensure business needs are met;
Responsibilities include identifying unusual problem areas, tracking leave, telework activities, and making appropriate decisions and recommendations for improvement, and aiding the CFO and XO;
Assists the XO and Division Directors process workflow for the Standard Operating Procedures (SOP) Program, collaborating with management on revisions and publication of approximately 250 SOPs;
Serves as the Travel Coordinator for the DOF, DOP, and Finance Administration and Partnerships (FAP) requiring the incumbent to maintain constant communication with traveling employees, MDTA Travel Manager, MDTA Fleet Manager, contracted travel services vendor, MDTA Budget Director, event venue coordinators/staff, and other affiliated staff;
Responsible for procuring materials, supplies, services, and goods needed which includes, but is not limited to managing travel expenses, office equipment leasing and maintenance, office and training supplies, and professional association or organization fees; and

Supports the DOP with on-going review of small procurement training materials, ensuring all required MDTA personnel receives the training, scheduling, and organizing training classes, and distribution of training materials.

Employee will report directly to the Finance Executive Officer or other designated official. The current vacancy is located in Baltimore, MD. Hybrid telework schedules may be available for this position.

MDTA employees are offered a generous benefits package including a minimum of 11 paid holidays, a minimum of 27* days of leave annually (personal, vacation, and sick), access to the State Pension System, deferred compensation plans, excellent health, dental, and vision plans, and more *May be prorated based upon start date.

Qualifications


MINIMUM QUALIFICATIONS:

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

Experience:
Three years' experience in administrative or professional work.

**One year of this experience must have included processing small procurements using purchase orders or a corporate purchasing card to include financial reconciliation.

**This statement contains a SELECTIVE QUALIFICATION, which is more focused in scope than the Minimum Qualifications for this classification. Selective Qualifications are utilized when the position requires specific or additional bona fide occupational qualifications (knowledge, skills, and abilities). No substitutions are allowed for a Selective Qualification.


The ideal candidate will possess:
Proven experience in executive support roles, preferably in a financial or government setting;
Strong organizational and time-management skills, with the ability to prioritize tasks effectively;
Excellent written and verbal communication skills;
Proficiency in Microsoft Office Suite and other relevant software;
Ability to maintain confidentiality and exercise discretion in handling sensitive information; and
Ability to adapt to changing priorities and work independently with minimal supervision.

Your placement on an eligible list may be based solely on the contents of your application; therefore, it is essential that you provide complete and accurate information.

Please include all relevant experience on your application.

This includes but is not limited to full or part-time, volunteer, military, acting capacity, or any other experience that is relevant to the position you are applying for.

If you have held more than one (1) position at the same employer, please list each position that you held and the length of time that you held each position.

NOTES:

Candidates may substitute education at an accredited college or university at the rate of 30 credit hours for each year of the required experience.

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

Armed Forces military service experience as a commissioned officer involving staff work that included 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.

Licenses & Certifications

None.
Additional Information


APPLICATION PROCESS:
Please apply online at RESUMES CANNOT BE SUBSTITUTED FOR THE ONLINE EMPLOYMENT APPLICATION. Paper applications (Form DTS-1) will not be accepted for this recruitment.
All applications must be received by 4/10/2024.


NOTES:

Please be advised that the State of Maryland is dedicated to a drug-free workplace, and as a result, employees are subject to the State's Substance Abuse Policy, including possible drug testing.

Selected candidate(s) may be subject to background and reference checks.
The incumbent in this position may be a member of a covered bargaining unit.
For education obtained outside the U.S.

, at the time of application, you are required to provide proof of the equivalent American education as determined by a foreign credential evaluation service, such as the National Association of Credential Evaluation Services ) or World Education Services:
International Credential Evaluation ). This must be submitted as an attachment with the application for the position in which you are applying.

The Maryland Transportation Authority is not sponsoring new employees in the application of the H-1B Visa or providing an extension of an existing H-1B Visa currently due to budgetary constraints.

All applicants must be legally authorized to work in the United States under the Immigration Reform and Control Act of 1986.

Federal regulations prohibit H-1B Visa candidates from paying sponsorship fees, all sponsorship fees must be assumed by the potential employer.

WE ARE AN EQUAL-OPPORTUNITY EMPLOYER.

MDTA does not discriminate based on age, ancestry, color, creed, gender identity or expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, belief or opinion, sex, or sexual orientation.

MDOT has various careers for people of all experiences, backgrounds, and abilities who come together to contribute to one mission - connecting our customers to life's opportunities.

Join us in serving our Maryland residents, visitors, and businessesReasonable Accommodations for persons with disabilities will be provided upon request.

Appropriate auxiliary aids and services for qualified individuals with disabilities will be provided upon request. Please notify in advance.

MD Relay Service Number TTY Number: 711). Bilingual applicants are encouraged to apply.


Issue Date:
03/27/2024