OFFICE SECRETARY III

This is a part-time (20 hours/week), essential status position to perform shared front office duties at a busy regional animal health diagnostic laboratory.  The work environment may involve, but is not limited to, handling the intake and packaging of biological samples or specimens (may involve zoonotic diseases and unpleasant odors), chemical reagents, glassware and sharp instruments.  The laboratory has protocols and requirements in place for use of personal protective equipment (PPE) to minimize risk. 

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Maryland Department of Agriculture - Regional Animal Health Laboratory located in Frederick, Maryland.

This is a 50% part-time position, which serves primarily to perform shared secretarial and clerical duties in the Frederick Animal Health Laboratory. This role supports the Agency mission to prevent and control infectious disease of livestock and poultry.

Assist with budget and resource management duties such as obtaining price quotations, preparing and coding purchase orders, receiving orders.    Follows up on invoices and interacts with headquarters staff to ensure payment.  Schedules appointments for service calls, equipment repairs and calibrations, specimen pickups. Maintains inventory of office supplies and maintains front office equipment in proper working order.  Determines billable items and proofreads accounts payable documents.

Front office duties include: interacting with clients, visitors, veterinarians, state and federal authorities.  Receives specimens submitted to the laboratory for testing - this includes obtaining information from clients, receiving payment, confirming billing information, assigning accession number and entering data into VADDS (database.)  Distributes specimens and prepares routing forms to reference laboratories. Provides test results via phone, fax, email or USPS.  Other routine duties include answering telephone, fax and email inquiries, opening and distributing mail, reviewing correspondence, developing and updating procedure manuals, and maintaining records.

Manages federal supplies for regulatory programs.  This involves accepting veterinary inspection certificates for movement of livestock, receiving and distributing Brucelllosis and Tuberculosis test charts, dispensing tags, bands, vaccination certificates and other supplies to veterinarians and regulatory personnel, maintaining records and ordering supplies.

Packs and ships samples for testing at reference laboratories, strictly following federal and agency guidelines for packing and shipping of biological substances.  Packages may weigh up to 45 lbs.

Will participate in education and cross-training functions of the laboratory.

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.  

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

• Experience using Microsoft Word and Excel, including high volume data entry tasks.
• Experience performing administrative support duties in a veterinary practice or laboratory setting.
• Experience handling intake of biological specimens or laboratory samples, such as blood, milk feces, or packaging/shipping biological specimens or other products that require strict adherence to federal guidelines.
• Experience with procurement, including maintaining inventory, developing purchase orders and interacting with vendors to place orders and resolve delivery or payment issues.

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.

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 eligible (employment) list for at least one year.

STATE OF MARYLAND BENEFITS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to: Maryland Department of Agriculture  Human Resource Office, Room 304,  50 Harry S. Truman Parkway  Annapolis, MD  21401. All paper applications must be received by 4:30 PM on the closing date, no exceptions.  (Postmarks not accepted.)

Resumes will NOT be accepted in lieu of completing the online or paper application. If you are submitting additional information, such as diplomas or transcripts, the preferred method is to upload them online with your application. If you are unable to upload, you may mail, hand-deliver or fax (HR Fax # 443-602-9831).

For questions concerning this recruitment, please contact:  Mary Darling at 410-841-5847 or mary.darling@maryland.gov  TTY Users: call via Maryland Relay

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.