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OFFICE SECRETARY II

Recruitment #18-001328-0017

Introduction

This is a Position Specific-Recruitment for Baltimore City Department of Social Services.

It is important to complete the Supplemental Questions as part of the application process. 

GRADE

09

LOCATION OF POSITION

Department of Human Services

Baltimore City Department of Social Services

Adult Services, Project HOME

1223 West Pratt Street

Baltimore, MD  21223

Main Purpose of Job

This position performs secretarial work for the Project HOME Program. The Project HOME Program protects vulnerable adults and promotes their self-sufficiency through community based assisted living and case management. Staff in the program develop, certify and monitor protective C.A.R.E. (Certified Adult Residential Environment) housing for disabled adults; provides emergency adult foster care; provides case management services to clients living in C.A.R.E. housing; and, provides case management services to persons with advanced HIV who live in the community and receive In Home Aide Services. The position of Office Secretary for Project HOME requires knowledge of all of Project HOME's program components, policies and procedures for limited interpretation to other members of BCDSS (Baltimore City Department of Social Services), officials of other agencies and the general public. The outcome of the performance of the secretarial and clerical duties of this position is that there will be smooth operational flow of the office.

POSITION DUTIES

Responsible for managing leave requests on Project HOME Google Calendar, collecting and notifying staff of submission of timesheets. Distributes incoming mail in order to ensure smooth operational flow of the office. Manages the workload of the unit manager, three supervisors and 17 line staff as shown by the prioritization of work and the meeting of deadlines when typing various materials, Xeroxing, and ordering supplies. At all times, the incumbent will provide customer service to both internal and external customers that meets or exceeds the standards set by the Department. Designs, creates or revises forms and data bases for unit manager and staff so that work can be automated as shown by the utilization of computer skills. Assembles required reports (ex. Project HOME Monthly Report and Emergency Voucher Funds), maintains and updates files and logs for unit manager and staff in order to document workload productivity. Interprets general telephone information inquiries from agency staff, professionals from other agencies and the general public in order to send Project HOME client applications to a referral source or to direct the caller to an appropriate contact person.

MINIMUM QUALIFICATIONS

Please read the job announcement in its entirety before applying for this recruitment. Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire.

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

Experience: Two years performing secretarial or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.  

DESIRED OR PREFERRED QUALIFICATIONS

Strong preference will be given to applicants that possess the following preferred qualification(s). Include clear and specific information on your application regarding the qualifications.

The ideal candidate will possess:

1. One year experience with Microsoft Office Suite - Word, Excel, Access, PowerPoint; Adobe Acrobat and/or Google Calendar and e-mail.

2. One year experience drafting/creating confidential documents such as correspondence and reports.

3. One year experience answering inquiries from internal and external customers.

4. One year experience attending meetings and taking minutes.

5. One year experience working in an adult services unit.

SPECIAL REQUIREMENTS

Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

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 employment (eligible) 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.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.

It is imperative to list all computer and software experience on your application pertaining to your job duties.

BARGAINING UNIT STATUS

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are STRONGLY preferred.  If the online application process is not available, please send your paper application and supplemental questionnaire (if applicable) to:

Department of Human Services

Examination Services Unit

Attention: Betty Ketterman

311 W. Saratoga Street, First Floor

Baltimore, Maryland 21201

Or, fax requested information to: 410-333-0882; Email: Bettyj.ketterman@maryland.gov.; Voice 410-767-7147, toll-free: 1-800-332-6347.

Do not submit unsolicited documentation. Resumes and copies of diplomas are not required for this examination process.

The paper application must be received by 5PM on the closing date for the recruitment. TTY Users: call via Maryland Relay, 1-800-925-4434.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply.

We thank our Veterans for their service to our country.