Administrative Officer III

State of Maryland•Baltimore City, MD

12d•Onsite

About The Position

The Maryland Emergency Medical Services (EMS) System is a coordinated statewide network that includes volunteer and career EMS clinicians, medical and nursing personnel, communications, transportation systems, trauma and specialty care centers and emergency departments. The Maryland Institute for Emergency Medical Services Systems (MIEMSS) oversees and coordinates all components of the statewide EMS system in accordance with Maryland statute and regulation. This includes planning, operations, evaluation, and research. MIEMSS provides leadership and medical direction, conducts and supports EMS educational programs, operates and maintains a statewide communications system, designates trauma and specialty centers, licenses and regulates commercial ambulance services, and participates in EMS-related public education and prevention programs. MIEMSS is seeking a Graphics Production & Office Manager. GRADE 15 LOCATION OF POSITION 653 W. Pratt Street Baltimore, Maryland 21201 POSITION DUTIES The Graphic Production & Office Manager Serves as a key member of the Media Services team, providing professional graphic design and layout services for agency publications, marketing materials, event flyers, and brochures. The role is responsible for managing in-house printing services and coordinating outsourced production of graphic and media assets as needed to ensure timely, high-quality deliverables. In addition to design and production functions, this position provides administration and office management support, including assisting with team project coordination, managing the Media Services calendar, and supporting conferences and events. The position also oversees the ordering of materials and supplies, prepares and submits requisitions, and assists with the coordination and tracking of public information requests to support agency communication practices.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Three years of administrative staff or professional work.
Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years 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 the 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.

Nice To Haves

One year of experience designing and producing marketing or educational materials for print and electronic distribution.
One year of experience tracking and ordering supplies, preparing or reviewing requisitions, using QuickBooks invoicing software.

Responsibilities

Publication Manager and Designer responsible for the design, layout, and production of the Maryland Medical Protocols for Emergency Medical Services (EMS), Annual Report, conference brochures, awards, certificates, and other marketing and educational materials for both print and electronic distribution
Manage vendor relationships for outsourced printing and production of marketing materials, awards, certificates, and other media assets
Oversee in-house printing and reproduction services, including small-scale and bulk production of publications such as booklets, newsletters, and other print materials
-Order, manage, and track materials, supplies, and equipment using purchase orders, requisitions, and authorized credit card purchases; maintain accurate records
Maintain the invoicing software (QuickBooks), invoicing customers for services and supplies, receiving and applying payments on customer accounts and tracking payments through the office of finance
Serve as the primary point of contact for Media Services and Public Information, screening calls and routing media and public inquiries related to statewide EMS
Assist with the coordination and tracking of public information requests in accordance with agency procedures
Prepare and review travel forms and travel expense reimbursements
Coordinate departmental mailing and distribution of printed materials
Other duties as assigned