Administrative Specialist II
Administrative Specialist II
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Salary Not Disclosed
1 Vacancy
Job Description
GRADE
LOCATION OF POSITION
8930 Stanford Blvd.
Columbia MD 21045
POSITION DUTIES
- Monitors Department of Inspections Licenses and Permits (DILP) Accela task list for incoming building permit applications. Using independent judgement reviews prioritizes and assigns records to Environmental Health Specialists (EHS) for review and approval.
- Monitors pdox notifications for incoming building permit document submissions. Using independent judgement reviews prioritizes and assigns records to EHS for review and approval.
- Monitors Accela citizen portal for online application submissions. Using independent judgement reviews prioritizes and assigns records to EHS for review and approval. Notifies the Program Admin of any unassigned complaints or submittals.
- Coordinates all Bureau of Environmental Health (BEH) Administrative staff to facilitate crossprogram workflows including submissions through the Citizen Portal and DILP notifications of submissions.
- Assist customers with routine Public InformationAct (PIA) requests by securing files answering routine questions making copies when requested and providing appropriate forms and applications.
- Triages all incoming PIAs for the Bureau and monitors the requests for adherence with all state timelines and HealthStat goals.
- Develop working knowledge of other state and county agencies responsibilities and functions in order to redirected inquiries to the appropriate agency in a timely manner.
- Interprets records maps and inspection data to determine if available data meets customer request.
- Secures the services of the Environmental Health Specialists and other staff for inquiries beyond the knowledge or scope of this position.
- Arranges appropriate Community Hygiene files requested on PIA facilitating access to public information under the Maryland Public Information Act.
- Evaluates documents prior to completion identifying protected health information (PHI) to ensure compliance with HIPAA regulatory standards
- Ensure PHI is redacted properly in compliance with HIPAA Security Rule sets national standards for the secure maintenance transmission and handling of PHI.
- Works with Community Hygiene Supervisor/staff and the Accela support position to provide data entry and record maintenance for Plan Review Records in Accela and Pdox.
- Maintains physical and electronic Plan Review documents for retention.
- Assist Community Hygiene customers by providing corresponding plan review requirements via our website documents.
- Create and assign all new Community Hygiene Plan Review (PR) Record(s) in Accela.
- Receive payment(s) and data entry for plan review fees and new pool license application fees.
- Receive and input new pool facility applications and processes leading up to the issuing of permits approval by the designated EHS staff.
- Inactivate old permitted facilities as new applications are received and entered. Assign new application records to the designated EHS inspector.
- Receive complaints and create new complaint records and assign to EHS for review and investigation. Ensuring that all documents are uploaded into Accela.
- Coordinate response to incomplete complaints.
- Primary Community Hygiene Program Secretary
- Assists Program Supervisor with the preparation of monthly Health Stats
- Assists with special assignments by the Community Hygiene Program Supervisor. Examples pool season high volume complaints etc.
- Coordinator of the well water sampling schedule and prepare response letters for water sampling results
- Prepare response letters for incoming applications (i.e. surveys public pools tanning facilities exotic birds etc..
- Provides information to the public with respect to services rules and procedures to ensure timely referrals and quality customer service.
- Special assignments by the Director and Deputy Director
- Assisting other administrative support staff in lunch and/or front counter coverage
- Possess a broad understanding of HCHD services and can refer to other programs. Participates in necessary drills and exercises responds to emergencies as appropriate keeps abreast of policies and procedures in the program bureau and department. Completes all required trainings. Participates in quality improvement efforts within the program.
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: One year of experience performing administrative staff clerical clerical technical or secretarial work.
Notes:
1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
2. Candidates may substitute U.S. Armed Forces military service experience as a noncommissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a yearforyear basis for the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
- Experience with electronic filing (e.g. data entry organization crossreferencing scanning copying and retrieval).
- Experience with managing an electronic records management system.
- Experience with customer service in an office setting
- Experience providing administrative or program support in an office setting
SPECIAL REQUIREMENTS
SELECTION PROCESS
Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education training and experience as they relate to the requirements of the it is essential that you provide complete and accurate information on your report all related education experience dates and hours of indicate your college degree and major on your application if applicable. For education obtained outside the U.S. any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).
Complete applications must be submitted by the closing submitted after this date will not be added.
Incorrect application forms will not be will not be accepted in lieu of a completed application.
Candidates may remain on thecertified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.
BENEFITS
FURTHER INSTRUCTIONS
Online applications are highly recommended. However if you are unable to apply onlinethe paper application (and supplemental questionnaire) may be submitted to MDH Recruitment and Selection Division 201 W. Preston St. Room 114B Baltimore MD application materials must be received by 5 pm close of business on the closing date for the recruitment no postmarks will be accepted.
If additional information is required the preferred method is to upload. If you are unable to upload please fax the requested informationto additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.
For questions regarding this recruitment please contact theMDH Recruitment and Selection Division at.
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 ator.
Appropriate accommodations for individuals with disabilities are available upon request by calling: or MD TTY Relay Service.
We thank our Veterans for their service to our country.
People with disabilities and bilingual candidates are encouraged to apply.
As an equal opportunity employer Maryland is committed to recruitment retaining and promoting employees who are reflective of the States diversity.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
