Administrative Assistant III Salary$44,534.00 - $70,751.00 AnnuallyLocation Baltimore CityJob TypeFull TimeJob Number8403-MPA-Admin Assist III-1-24DepartmentMaryland Port AdministrationOpening Date02/01/2024Closing Date2/15/2024 11:59 PM Eastern
Description
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DescriptionCareer Service THIS RECRUITMENT IS LIMITED TO CURRENT MARYLAND PORT ADMINISTRATION EMPLOYEES ONLY The Maryland Port Administration (MPA) is a 216-employee transportation business unit within the Maryland Department of Transportation (MDOT) and is the public face of the Port of Baltimore. MPA was created by the Maryland General Assembly to increase waterborne commerce through the ports in the state. The Port of Baltimore plays an integral role as an economic generator and job creator, in addition to maintaining our nation’s supply chain and moving vital goods to industries and consumers. As one of the nation's top ports for total cargo tonnage and overall dollar value of cargo, the Port of Baltimore is also one of the most diverse ports in the United States with over 140,000 jobs in Maryland linked to port activity .For information on MPA, please go to https://mpa.maryland.gov/Pages/default.aspx . General Role Description:MPA is seeking a motivated, positive, and driven Administrative Support Professional to join the Facility, Fleet, and Crane Maintenance Department . The main purpose of this position is to assist senior-level staff by providing clerical and administrative support for Facility, Fleet, and Crane Maintenance Department. This includes timekeeping and data entry into the computerized maintenance management system, Maximo. This position assists senior staff in the creation, collection, and distribution of invoices, reports, correspondence, and schedules to relieve senior-level staff of administrative detail. Essential Duties and Responsibilities:Some of the essential duties of this position include, but are not limited to the following;
Assists manager with the collection and entry of daily personnel time and leave into the timekeeping/payroll system (MTrack).
Tracks employee leave balance by receiving, recording and filing leave slips and timesheets for all department which includes updating the Outlook Leave Calendar for all employees daily.
Creates, modifies, and forwards various reports (gates time, overtime and sick leave).
Assists with employee reimbursements and creating invoices which includes the preparation and submission of documents to accounting/finance.
Orders and tracks of office supplies.
Assists management in scheduling of employees for various medical reasons with the state medical provider.
Creates, maintains, and distributes the supervisory call schedule for Facility Maintenance.
Escorts visitors or vendors when requested.
Schedules interviews for various department and positions which includes recording, tracking and providing all applicant contact information. Distributes applications and interview questionaries to the panel members and maintaining this information for managerial staff and the Human Resources Department.
Participates in Maximo Safety Reporting and distribution.
Assists with monitoring the MPA Facility Help Desk which includes receiving and processing Maintenance, Fleet and Crane requests that come through by email, phone or in person. This requires creating work orders in the Maximo Maintenance Management System, communicating on various job status's scheduling of vans and vessels, and providing customer service by giving updates to tenants and internal customers.
The current vacancy exists at the Dundalk Marine Terminal. This position reports directly to the Deputy Director Crane, Facility and Fleet Maintenance.
MDOT offers a generous and competitive benefits package. You can learn about our amazing benefits here: MDOT Benefits.
QualificationsMinimum QualificationEducation: Graduation from a standard high school or possession of a high school equivalency certificate.Experience: Five years of experience in secretarial work.Notes:
Applicants may substitute additional secretarial or clerical experience on a year for year basis, for the required education.
Applicants may substitute an Associate of Arts degree with a major in Secretarial Science from an accredited college for up to two years of the required experience.
U.S. Armed Forces military service experience as defined under the Minimum Qualifications may be substituted for the education and experience on a year-for-year basis.
Licenses & CertificationsEmployee will be required to obtain and maintain a Transportation Worker Identification Credential (TWIC) to gain unescorted access to Maryland Department of Transportation Maryland Port Administration facilities. 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. Additional InformationAPPLICATION PROCESS: Please apply on-line at https://www.governmentjobs.com/careers/mdotmd . RESUMES CANNOT BE SUBSTITUTED FOR THE ONLINE EMPLOYMENT APPLICATION. Paper applications (Form DTS-1) will not be accepted for this recruitment. All application must be received by 2/15/2024. 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 to include possible drug testing. Selected candidates(s) may be subject to background and reference checks. The incumbent in this position can choose to be a member of a collective 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 (http;//www.naces.org) or World Education Services: International Credential Evaluation (https//www.wes.org/). This must be submitted as an attachment with the application of the position in which you are applying. The Maryland Port Administration is not sponsoring new employees in application of the H-1B Visa or providing an extension of an existing H-1B Visa at this time 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. MDOT MPA 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 businesses !Reasonable Accommodations for persons with disabilities will be provided upon request.Appropriate auxiliary aids and services for qualified individuals with disability will be provided upon request. Please notify in advance. MD Relay Service Number (711). Bilingual applicants are encouraged to apply.Issue date: 2/1 /24.Come join the Maryland Department of Transportation Team! We offer more than just a paycheck! We offer healthcare, dental, long term disability, flexible work schedules, and so much more. Read all about our fabulous benefits in detail by visiting:https://www.mdot.maryland.gov/tso/pages/index.aspx?pageid=152Don't miss out on a great opportunity for a challenging career along with fabulous benefits!Benefits are offered to all full-time, part-time permanent and contractual (partially subsidized) employees. Temporary employees do not receive benefits.01 Do you have a high school diploma or a high school equivalency certificate?
Yes
No
02
Do you possess at least five (5) years of experience performing secretarial or administrative support work?
Yes
No
03
If you answered yes to question 2, please explain how you obtained the experience. Please include your previous/current employer(s) name (s), position title(s), the dates you were employed at the noted previous/current employer(s), weekly average hours worked for each position, and the duties you performed in the position(s).
04
Did you provide your Driver's License information in the applicable fields of the application? If not, please be sure to include it in your application prior to submitting.
Yes
No
Required Question
AgencyMaryland Department of TransportationAddressSee Job Posting for Specific Address to Mail an Application , Maryland, PhoneSee Job Posting Websitehttp://www.mdot.maryland.gov Apply Please verify your email address Verify Email