Administrative Specialist III

5 hours ago


Maryland, United States State of Maryland Full time
Job Summary

The Maryland Department of Agriculture is seeking a highly skilled Administrative Specialist III to join our Food Quality Assurance team. As a key member of our team, you will assist the Program Manager, Administrative Officer, and Administrators in the overall administration and supervision of seven subprograms.

Key Responsibilities
  • Obtain data and prepare statistical and staffing pattern reports for State Stats, documenting subprogram activity hours for cross-trained staff, managing for results, annual reports, fees collected, and costs to provide activities.
  • Create and submit billing documents to program customers for services provided by Maryland Department of Agriculture (MDA) employees and for charges accrued by the program in a timely manner.
  • Obtain data and prepare reports submitted to USDA for services provided by MDA to the poultry, egg, fruit, vegetable, and grain industry.
  • Assist in planning and implementing FQAP administrative policies and procedures. Review fee payment, application, financial statements, and insurance documents submitted by Grain Dealers for compliance with the law and request additional information from noncompliant applicants.
  • Review timesheets submitted by field staff for accuracy prior to signature by a program supervisor; compare timesheets, staffing schedule, and charge sheets for services provided to verify accuracy prior to preparing billing documents to industry.
  • Prepare contracts, including calculating percentage of employment hourly rates, and total payments for FQAP contractual employees as required for initial hire, cost of living adjustments, etc.
  • Track requests for services, staffing schedule, and employee leave to ensure coverage of services provided to industry through contracts with MDA, requests for non-contract voluntary services, and completion of required inspections.
  • Provide field staff with guidance and provide training on administrative procedures and policies. Maintain accountability for federal certificates, licenses, and documents issued to field employees.
  • Prepare correspondences, certificates, licenses, file documents, and respond to written and oral requests for information.
  • Code invoices for payment and other administrative duties.
Requirements
  • Graduation from an accredited high school or possession of a high school equivalency certificate.
  • Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Preferred Qualifications
  • Experience utilizing a relational database (such as Oracle, Microsoft SQL, etc.) to enter data, extract data, and manage records.
  • Experience evaluating criteria for client participation in programs (such as Continuing Education, Licensing or Certification).
  • Experience reviewing comprehensive systems plans for compliance with regulations, specific to agricultural or food safety.
  • Experience conducting training and providing technical assistance to employees on agricultural producers, services, and businesses subject to state or federal regulations and compliance.


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