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OFFICE SECRETARY III

Contractual

Recruitment #18-001362-0068

Introduction

The Office of the Public Defender is a statewide independent agency charged with providing superior legal representation for indigent defendants.  The agency’s vision is Justice, Fairness and Dignity for All.  Employees are committed to the core values of culture of excellence, client centered representation, tenacious advocacy, and are united in achieving the agency’s mission.

The Office of the Public Defender is seeking detailed oriented applicants with human resources experience, good organizational and problem solving skills and significant customer service experience with the ability to work independently to fill a full time Contractual Office Secretary III vacancy in its St. Paul Street Baltimore City office.  The Office Secretary III will be responsible for providing administrative support to the Human Resources Division on all personnel matters and assists with payroll processing.  Travel between offices may also be required. 

GRADE

10

LOCATION OF POSITION

6 St. Paul Street, Baltimore, MD 21202

Main Purpose of Job

An Office Secretary III (Contractual Human Resources Assistant) is work providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary III classification type on typewriters or on keyboards or personal computers, computer terminals or word processors using word processing software. Employees in this classification may supervise lower-level clerical employees.

POSITION DUTIES

• Assist HR Director with various research projects and or special projects.

• Create/modifies presentations, reports, documents as requested by HR Director

• Performs customer service functions by answering employee requests and questions.
• Completes tasks in internal HRIS system, Workday, as needed (i.e. I-9 verification, serve as back-up HRC as needed).
• Performs payroll/benefit-related reconciliations.
• Updates HR spreadsheets with employee change requests and processes paperwork.
• Assists with processing of terminations.
• Assists with the preparation of the performance review forms.
• Assists HR Director with various research projects and/or special projects.
• Conducts sorting/audits of various payroll, benefits or other HR programs
• Assists with recruitment and interview process.
• Assists with the various employee programs as directed by HR Director.
• Schedules meetings and interviews as requested by HR Director
• Makes photocopies, faxes documents and performs other clerical functions.
• Files papers and documents into appropriate employee files.
• Assists or prepares correspondence.
• Participates in administrative staff meetings and attends other meetings and seminars.
• Helps maintain agency organizational charts and the employee directory.
• Prepares new employee files.
• Processes mail.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

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

Experience: Three 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

Preferred Qualifications:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position. Attention to detail with speed and accuracy.
Experience working in a Human Resources Office. Good organizational, multi-tasking and problem solving skills. Highly proficient in Microsoft Word, Excel, Outlook and Power Point. Ability to work independently.

• Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
• Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security—the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

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

Applicants who meet the minimum qualifications will be admitted to the examination for this classification.  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 examination will consist of a rating of your education, training and experience related to the requirements of the position.  You may be required to complete a qualifications supplement, or the rating may be based on your application.  Therefore, it is important that you provide complete and accurate information on your application.  Report all experience and education that is related to this position.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program (the Program), have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents.  As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a temporary/contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year. 

FURTHER INSTRUCTIONS

Online Applications Preferred.  Please fax all paper applications and questionnaires to (410) 333-8134.

Inquiries regarding applications and submitting paper applications can be directed to: Office of the Public Defender, Human Resources Division, 6 Saint Paul Street, Suite 1304, Baltimore, MD 21202; or by calling (410) 767-8500, toll free: 877-430-5187; TTY users call Maryland Relay Service 800-735-2258.  Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.

A paper copy of the MD State application form and questionnaire can be downloaded from the link below.

As an Equal Opportunity Employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.