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ADMINISTRATIVE AIDE

Recruitment #19-002572-0002

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Introduction

This position is limited to current contractual and permanent Maryland Department of Public Safety and Correctional Services (DPSCS) employees only.

GRADE

11

LOCATION OF POSITION

6776 Reisterstown Road, Baltimore City MD 21215

Main Purpose of Job

This position is for an administrative assistant to the Director of the Criminal Justice Information System Central Repository (CJIS-CR). The administrative assistance will provide secretarial support as it related to maintenance, updating and disseminating Maryland Criminal History Records and criminal and non-criminal fingerprint records. Although the administrative assistance will work directly for the CJIS Director, he or she will provide secretarial support as needed for the Assistant CJIS Directors. This position performs administrative support work for the CJIS Director that requires the regular use of independent judgment and analysis. This position should have knowledgeable of the criminal history process. The position will conduct special projects for the CJIS Director, type manuscripts, correspondence, reports and other documents using a personal computer. This position will act as an intermediary between the Director and CJIS staff, CJIS system users and any other person or group in contact with the Director. This position must be knowledgeable about the RAP sheet life cycle and all critical players across the State of Maryland that play critical roles in the establishment and assurance of timely, accurate and complete criminal history data. In handling workflow in and out of the Directors office this position must be knowledgeable of: Interprets administrative decisions and policies to staff; Assist supervision by assembling, compiling and summarizing data; Manage high level contacts such as the courts, the FBI, other Dept. senior assistants, Compact Council, Advisory Policy Board of the FBI, Legislative liaisons, Criminal Justice Information Advisory Board members and other State Repository leaders;Receive telephone calls and visitors; Provide information to callers in regards to CJIS related laws, rules, regulations, operations and procedures; Obtain material from a variety of sources to be used for articles, reports and speeches; Arrange appointments, interviews and meetings for the Director's calendar; Maintain important and confidential records; Read reports and summarize information related to CJIS matters; Open, sort, read and distribute incoming correspondence; Proofread outgoing correspondence and review records for completeness and accuracy; Prepare and maintain statistical and numerical reports for monthly and annual reports; Possess some understanding of the biometric based background investigations, the Sex Offender Registry, the Expungement process and criminal history record information; May use work processing, databases, spreadsheets or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents;May perform other clerical related duties.

POSITION DUTIES

This position is for an administrative assistant to the Director of the Criminal Justice Information System – Central Repository (CJIS-CR). The administrative assistance will provide secretarial support as it related to maintenance, updating and disseminating Maryland Criminal History Records for criminal and non-criminal purposes. Although the administrative assistance will work directly for the CJIS Director, he or she will provide secretarial support as needed for the Assistant CJIS Directors.

This position performs administrative support work for the CJIS Director that requires the regular use of independent judgment and analysis. This position should have knowledgeable of the criminal history process. The position will conduct special projects for the CJIS Director, type manuscripts, correspondence, reports and other documents using a personal computer. 

This position will act as an intermediary between the Director and CJIS staff, CJIS system users and any other person or group in contact with the Director. 

This position must be knowledgeable about the RAP sheet life cycle and all critical players across the State of Maryland that play critical roles in the establishment and assurance of timely, accurate and complete criminal history data. In handling workflow in and out of the Director’s office this position must be knowledgeable of: 

- Interprets administrative decision and policies to staff; 
- Assist supervision by assembling, compiling and summarizing data; 
- Manage high level contacts such as the courts, the FBI, other Dept. senior assistants, Compact Council, Advisory Policy Board of the FBI, Legislative liaisons, Criminal Justice Information Advisory Board members and other State Repository leaders; 
- Receive telephone calls and visitors; 
- Provide information to callers in regards to CJIS related laws, rules, regulations, operations and procedures; 
- Obtain material from a variety of sources to be used for articles, reports and speeches; 
- Arrange appointments, interviews and meetings for the Director’s calendar; 
- Maintain important and confidential records; 
- Read reports and summarize information related to CJIS matters; 
- Open, sort, read and distribute incoming correspondence; 
- Proofread outgoing correspondence and review records for completeness and accuracy; 
- Prepare and maintain statistical and numerical reports for monthly and annual reports; 
- Possess some understanding of the biometric based background investigations, the Sex Offender Registry, the Expungement process and criminal history record information;
- May use work processing, databases, spreadsheets or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents; 
- May perform other clerical related duties.

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

- One year of experience with National Crime Information Center or the Maryland Criminal History databases.

- Professional experience managing high level contacts such as Legislative Liaisons, Criminal Justice Information Advisory Board members, Court Judges, and Advisory Policy Board of the FBI members.

LIMITATIONS ON SELECTION

This position is limited to current contractual and permanent Maryland Department of Public Safety and Correctional Services (DPSCS) employees only.

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 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.  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. 

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

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 the above closing date.

BENEFITS

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to:

 

HRSD-Recruitment & Examination

ATTN: O.Billing

300 East Joppa Road, Suite 1107

Towson, MD 21286


For more information, please call 410-339-3698


To submit qualifying documents; the preferred method is to upload them using the "other" tab on the online application. However, if you’re unable to upload your documents, please fax requested information only to 410-585-0570 (providing a cover sheet with your contact information, recruitment name, recruitment number and the number of pages faxed). 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.


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.


TTY Users: call via Maryland Relay




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