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ADMINISTRATIVE AIDE

Recruitment #18-002572-0014

GRADE

State of Maryland Grade 11

LOCATION OF POSITION

Nancy S. Grasmick Building

200 West Baltimore Street

Baltimore, Maryland 21201

Main Purpose of Job

The main purpose of this position is to independently determine completeness of documents received from new applicants for initial certification as well as requests from current or past certificate holders for renewal, reinstatement, and endorsements. This position supports the mission of the Agency, Division and Branch by providing accurate certification information to prospective, current, and past certificate holders and thereby facilitating the issuance of certificates to professional educators, employed in Maryland local school systems, non-public schools, state institutions, and those seeking Maryland professional certification.

POSITION DUTIES

  • Independently responsible for screening applications to determine completeness of documents; reviews all new correspondence (US mail and electronic) and documentation received from potential certificate holders and assigns to appropriate specialist; and enters information in to the Education Information System (EIS).
  • Independently responsible for providing a diverse and extensive number of internal and external constituents with complex certification information based on a thorough knowledge of the laws, regulations and policies that pertain to educator certification.  This includes interacting with professional personnel within the Maryland State Department of Education, local school systems, other government officials, and those individuals who are interested in becoming Maryland educators. This is accomplished through both the certification assistance telephone line and email account while providing  backup support for the Certification Call Center
  • Independently provides technical assistance to applicants submitting requests through the portal which includes; assisting in password resets, updating demographic information, and emailing electronic copies of educator certificates.
  • Provides support for scanning certification documents at peak times throughout the year which includes scanning documents into an educators record in the Educator Information System.
  • Independently completes Hall of Record requests which includes following established policies and procedures for the retrieval of historical certification records

MINIMUM QUALIFICATIONS

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

Experience: Four years performing secretarial work 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.

SELECTIVE QUALIFICATIONS

Applicants must meet this selective qualification to be considered. Include clear and specific information on your application regarding your qualifications.

1 Year of experience reviewing, verifying, and processing confidential documents

DESIRED OR PREFERRED QUALIFICATIONS

The following qualifications are preferred, not required

  • Microsoft Office Suite (specifically Excel & Word)
  • Customer Service Experience
  • Call Center Experience

SPECIAL REQUIREMENTS

Demonstrated ability to accurately type on a keyboard on 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 provide sufficient information on your application (and on separate pages, if necessary) to show that you satisfy 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. Resumes may NOT be submitted in lieu of completing the employment application.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You will be required to complete a supplemental questionnaire with all of the requested information if applicable. Therefore, it is important that you provide complete , detailed and accurate information on your application. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.

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

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. If you need to submit additional information, the preferred method is to upload your document(s) by electronic means with the submission of your application. However, if you’re unable to upload your documents, please fax requested information only to 410-333-8950 (providing a cover sheet with the following : each page of the attachment your First and Last Name, Recruitment Number, and the last 4 digits of your SS# and indicate application Administrative Aide- [JobAps#: 18-002572-0014]) Marcia Cooper-Stokes (email)  marcia.cooper-stokes1@maryland.gov. We will not consider information submitted after the closing date of this announcement.

Resumes will NOT be accepted in lieu of completing the online or paper application.

ONLINE APPLICATIONS ARE HIGHLY RECOMMENDED, however a paper application may be submitted to:

Maryland State Department of Education

Office of Human Resources

C/o Marcia Cooper-Stokes

200 West Baltimore Street

Baltimore, Maryland 21201

If you have difficulty with your user account or have general questions about this online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850.

Appropriate accommodations for individuals with disabilities are available upon request.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.

We thank our Veterans for their service to our country, and encourage them to apply.

Bilingual applicants are encouraged to apply.