ADMINISTRATOR I (Knowledge Management Specialist)

MD; Baltimore (MD); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Flexible hours

Hybrid teleworking

Paid holidays

Generous leave package

State Pension

Job summary

Maryland Department of Labor, Licensing and Regulation seeks a Knowledge Management Specialist to assist in designing and implementing KM strategies across FAMLI operations. The role will support record retention, document review schedules, and storage requirements to improve efficiency and access to organizational knowledge.

The position focuses on building a single source of truth, developing training programs, and aligning KM practices with project lifecycles to foster continuous learning and

Qualifications

• High school diploma or GED required.
• Four years of administrative staff or professional experience.
• Experience substituting college credits for experience.
• Experience drafting or reviewing technical or admin documents preferred.
• Experience coordinating with multiple departments.

Responsibilities

• Identify, build and maintain a knowledge management framework with end-user access to intellectual capital.
• Work within existing document management systems; assist with new systems when gaps arise.
• Organize data; establish file structures; ensure information is stored accessibly.
• Assist in documenting key processes and where they live in KM system.
• Ensure security protocols protect sensitive information.
• Maintain SSOT data integrity and support training programs.

Skills

Knowledge management

Documentation drafting

Stakeholder interviewing

Education

High school diploma or equivalent

Tools

Document management systems

SSOT

Job description

Introduction

Maryland’s Family and Medical Leave Insurance (FAMLI) program makes sure all workers in Maryland have paid time off for medical and family reasons. FAMLI is a social insurance system covering 2.6 million workers and 150,000 employers, delivered as a digitally native, public-facing service. We’re in the early stages of building something as big and as far-reaching as unemployment insurance or a new health department. We know that delivering services primarily through a website, over the Internet, is a new way of doing business in government. Knowledge Management is part of the Policy Team which operates under FAMLI’s Policy and Research Directorate within the Policy and Public Affairs (PPA) Domain. The team is charged with the management and administration of processes and tasks that enable the organization to identify, document, preserve, transfer, analyze, synthesize, and access intellectual capital and information content. The Knowledge Management Specialist will assist in the design, development and implementation of knowledge management strategies, structures, and best practices across FAMLI operations and programs. This includes supporting record retention policies and establishing document review schedules and storage requirements. This role will be pivotal in enhancing our operational efficiency and impact, as well as empowering our teams to access, collect, prioritize, and use knowledge effectively.

GRADE

Grade 16

LOCATION OF POSITION

100 S Charles St

Baltimore, MD 21201

Main Purpose of Job

The Knowledge Management Specialist is responsible for assisting with the management and administration of processes and tasks that enable the organization to identify, document, preserve, transfer, analyze, synthesize, and access intellectual capital and information content. This role will be pivotal in enhancing our operational efficiency and impact, both at the organizational and project level. The Specialist is responsible for assisting with the design, development and implementation of knowledge management strategies, structures and best practices across FAMLI operations and programs. This includes record retention policies, document review schedules, and storage requirements.

POSITION DUTIES

• Identify, build and maintain a knowledge management framework that provides end-users access to the organization's intellectual capital.
  • Work within the existing document management systems and assist with the selection and development of new systems and tools, when gaps arise.
  • Organize data, establish file structures, and ensure information is captured and stored in locations accessible to authorized users.
  • Assist in the identification, development, and tracking of key organizational process and procedures documentation, including where they will be housed within the knowledge management system.
  • Ensure proper security protocols are used to protect classified, proprietary, and personally identifiable information.
• Work within the single source of truth (SSOT) for key organizational information to ensure data and program integrity, noting the organizational culture and learning implications.
  • Assist with the design, implementation and adaptation of comprehensive training programs across the organization to ensure staff are proficient in the latest knowledge management processes, tools, and best practices.
  • Collaborate with the Manager of Knowledge Management to integrate knowledge management practices into project lifecycle processes, fostering a culture of continuous learning and improvement across teams.
  • Assist with the collection and synthesis of data regarding the effectiveness of knowledge management initiatives through KPIs and feedback mechanisms, driving continuous refinement and enhancement.
• Develop and maintain an understanding of the needs and requirements of information end users.
  • Assist with the compilation of reports on performance and usage metrics and future requirements for existing knowledge management capabilities, including search, discovery, storage, and retrieval of data and formal production and taskings.
  • Assist with aligning knowledge management initiatives with FAMLI’s Integrated Implementation Plan, strategic plan and related activities, and key performance indicators (KPIs).
• Other
  • Performs other related duties as required.

MINIMUM QUALIFICATIONS

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

Experience: Four years of administrative staff or professional work.

Notes:

1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to four years of the required experience.

2. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university for the required experience.

3. Candidates may substitute the possession of a Master's degree from an accredited college or university for the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work related to the administration of rules, regulations, policy, procedures and processes, or overseeing or coordinating unit operations or functioning as a staff assistant to a higher ranking commissioned officer on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• 2+ years of experience drafting and/or reviewing technical or administrative documents (e.g., Standard Operating Procedures, process manuals, knowledge base articles, training manuals).
• 2+ years of experience gathering verbal requirements from multi-department stakeholders and incorporating feedback into final knowledge systems, artifacts, or operational documentation.
• 2+ years of experience successfully tracking, prioritizing, and supporting concurrent knowledge management, content lifecycle, or documentation projects from inception to completion within tight timelines.
• 2+ years of operational support experience assisting with the stand-up or rollout of at least one new government or organizational program, including specific responsibility for tracking implementation timelines, drafting procedural documents, or coordinating cross-functional stakeholder communications.

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.

SPECIAL REQUIREMENTS

All candidates are subject to a background check against files maintained by the MD Department of Labor’s Division of Unemployment Insurance (MD Labor/DUI) to determine whether any monies are owed to Labor/DUI as a result of unemployment insurance overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.

SELECTION PROCESS

All information concerning your qualifications must be submitted by the closing date. Unfortunately, we won't 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.

All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.), must be submitted and received by the closing date. Information submitted after this date will not be considered.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. The examination for this recruitment will be an evaluation and rating of the information provided on your application.

BENEFITS

• Flexible hours and hybrid teleworking
• Paid holidays 12-13 per year
• Generous paid leave package (annual, sick, personal and compensatory leave)
• State Pension ('defined benefit' plan)
• Tax-deferred supplemental retirement savings plans (401(k) and 457)
• Comprehensive, subsidized health, dental and prescription plans with little to no deductibles, free generic prescriptions, and free preventative health services
• Flexible Spending Account plans for Health Care and Daycare
• State Employees Credit Union

FURTHER INSTRUCTIONS

Maryland Department of Labor, Licensing and Regulation is an equal opportunity employer. It is the policy of MD Labor that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.