Executive Support Specialist (Administrative Specialist III)

Overview

The Maryland Prescription Drug Affordability Board (PDAB) is seeking a highly organized and detail-oriented Administrative Specialist to provide broad administrative, financial, and operational support to the Board and its staff. This role is central to ensuring the efficient operation of the Board's core functions and special initiatives. The Administrative Specialist will manage processes across our fee assessment, budgeting, invoicing, reimbursements, procurement, human resources, project management, and general staff support. The ideal candidate is detail-oriented, hard-working, proactive, flexible, and able to balance multiple priorities in a fast-paced environment. This is an exciting position for talented candidates that are interested in getting unique experiences in health policy, public health, prescription drug policy, and organizational management. This position will provide ideal experience for future positions as a policy analyst, program manager, or experience for additional education. This position is mainly an office-based position with limited telework opportunity. The position is expected to be in the office 4 days of the week.

Grade

12

Location

PDAB - 16900 Science Dr., Ste. 112 - 114, Bowie, MD 20715

Position Duties

This Administrative Specialist III position reports to the Executive Director of the Maryland Prescription Drug Affordability Board (PDAB, Board). Functioning under the Executive Director's direction and oversight, this position is responsible for budgeting, invoice and reimbursement processing, procurement, human resources, and other duties to ensure ongoing operations of PDAB.

• Administer the Prescription Drug Affordability Fund Fee Assessment - Implement and administer the annual Prescription Drug Affordability Fund Fee Assessment. This includes creating and maintaining a master list of entities subject to the assessment, issuing annual invoices and subsequent notifications, receiving and cataloging invoice payments, receiving and managing exemptions, and extensive correspondence and communication with vendors.
• Fiscal Administration and Procurement – Develop, implement and maintain internal policies that support the efficient administration of fiscal and procurement activities related to PDAB operations. This includes assisting the Executive Director with annual budget and budget projections, completion of on-time payment of invoices and expense reimbursements, purchase orders and corporate purchasing card, and procurement activities to ensure compliance with State regulations.
• Administrative and Meeting Support - Provide administrative support to the Executive Director and staff, including scheduling meetings, managing calendars, and coordinating logistics. Develop, organize, and distribute meeting materials for the Board and stakeholders. Record, maintain, and archive official meeting minutes. Serve as a first point of contact for inquiries to the Board, ensuring timely and professional responses.
• Operational and IT – Directs the oversight of IT and operational needs for PDAB. This includes coordinating office space needs with DGS, coordinating IT infrastructure to meet programmatic goals, ensures communication of critical administrative procedures to enhance PDAB operations, supervises meeting scheduling, controlled correspondence and responses to other constituent inquiries. Assist with PDAB website updates and modernization activities. Office based position, responsible for office operations.
• Other Duties, including clerical duties, as Assigned and Special Projects – Manage special projects, tasks and initiatives as assigned by the Executive Director of PDAB. This includes implementing assigned initiatives, projects and activities on an as-needed basis as assigned by the Executive Director, and recommend special projects, tasks and initiatives within the capacity of available staff that would facilitate the work of PDAB.

Minimum Qualifications

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

Experience : Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes :

Desired or Preferred Qualifications

Experience in public health and public service.

Experience in promoting health care access and affordability.

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. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

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.

Benefits

STATE OF MARYLAND BENEFITS

Further Instructions

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to : Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258. 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 State's diversity.

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