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ADMINISTRATIVE AIDE

WATER AND SCIENCE ADMINISTRATION

Recruitment #18-002572-0017

Introduction

This is a position specific recruitment for the Maryland Department of the Environment.  This recruitment will be used to fill current and future vacancies for this position/function only.  The resulting cert list will be maintained for one year.  Persons interested in future vacancies within the classifications must re-apply.

PLEASE NOTE: Must be willing and able to work Monday through Friday in a full time capacity. Required hours are 8:30 am - 5:00 pm.

GRADE

11

LOCATION OF POSITION

Maryland Department of the Environment

Water and Science Administration

Wastewater Permits Program

1800 Washington Blvd.

Baltimore, MD 21230

Main Purpose of Job

This position manages a variety of administrative and secretarial support functions for the Program Manager and Deputy Program Manager with minimal supervision.  The position exercises independent judgment in assisting with the execution of various work assignments to assist in meeting timelines, and priorities.  The position will communicate administrative directions, policies, and assignments to Divisional Chiefs, Secretarial Support Staff, and other members of staff, following up to ensure assignments are completed.  The position is responsible for maintaining permits logs and tracking the progress of permits as they moves through the approval process.  The incumbent of this position will be responsible for preparing the Program’s monthly budget report, Invoice and Cash Reconciliation reports, as well as handling the Corporate Purchasing Visa Card.  

This position is also responsible for Fleet Management which entails the incumbent to be responsible for managing adequate vehicle usage, assisting drivers with fleet inquires, ordering tires, vehicle repairs and any other issues that may arise with vehicles or drivers. 

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.

DESIRED OR PREFERRED QUALIFICATIONS

It is preferred that the selected candidate has the following:

  • Possesses an Associate’s degree or higher education;
  • Experience preparing reports involving numbers (for example: mileage report, requisition for supplies, reconciliation of a credit card bill, tally of sales, etc…);
  • Experience with customer service in a professional setting either in-person and/or over the phone;
  • Experience with customer service in a government or nonprofit setting;
  • Experience preparing or reviewing financial reports;
  • Experience entering information into and/or using a database system;
  • Spreadsheets including both Microsoft Excel and Google Sheets;
  • Storing and retrieving documents from a central electronic location using document management software (for example:  FORTIS).

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 make sure that you provide sufficient information on your application to show that you meet the minimum /selective/preferred 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.  Applicants that meet the qualifications will be referred to the hiring unit for consideration of an interview/selection.  Only those candidates that demonstrate, in their applications, the required qualifications will be deemed qualified and referred.  

EXAMINATION PROCESS

Your application is part of the examination process.  The assessment will be a rating of your education, training and experience related to the requirements of this position.  Therefore, it is important that you provide complete and accurate educational and employment information on your application.  Successful candidates will be ranked as Best, Better and Qualified and placed on the cert list for at least one year. This list will be used by the hiring agency to select employees.  Education credentials and experience verification will be completed by the Appointing Authority.  If you are scheduled to complete an education or licensing requirement within six months of the examination, you may participate in the examination process, if one is required.  Please note that you will be required by the appointing agency to provide proof upon hire of all certifications, licenses, educational and work experiences.  

The MD Department of the Environment does not sponsor individuals in the application of the H-1B Visa.  All applicants must be legally authorized to work in the United States under the Immigration and Reform Control Act.  You must be legally authorized and possess any necessary documents under this Act in order to be hired in the position for which you apply.  For education obtained outside the U.S., you will be required to provide proof of the equivalent American education as determined by a foreign credential evaluation service.

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

It is STRONGLY preferred that you apply online; however, if you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and reference number on any documentation to ensure timely processing.

Completed applications, required documentation, and any required addendums may be mailed to: Peggie Jefferson

Recruitment and Examination Division

Office of Human Resources

1800 Washington Blvd.

Baltimore, MD 21230

MDE Reference Number:  18-002572-0017

410-537-3879/email: peggie.jefferson@maryland.gov/Fax:410-537-3966

TTY Users: call via Maryland Relay

PLEASE NOTE: The Maryland Department of the Environment participates in the E-Verify Program.

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.  





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