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OFFICE SECRETARY III

Recruitment #20-001362-0041

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Introduction

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. With excellent stewardship from our divisions, we oversee State and federal programs that support the needs of a diverse population – students, teachers, principals, and other educators throughout Maryland.

GRADE

ASTD10

LOCATION OF POSITION

200 W. Baltimore St.
Baltimore, MD 

POSITION DUTIES

The main purpose of this position is to support the work of the 21st Century Community Learning Service Coordinator and Extended Day Specialist. The duties of this secretarial position include: Procurement/Grant Management, Communication, Organization and Planning, and Document Production.

Procurement/Grant Awards: 
-Prepares, processes, and maintains accurate records of supplies, Request for Proposals, and maintains accurate records to secure goods, services and facilitate implementation of programs and projects in accordance with Maryland State Department of Education procedures, protocols, and federal/state requirements.   
-Prepares project approval letters and grant award notices for specialists as needed. Gather appropriate signatures at the branch, and division level, routes to the fiscal offices, and distributes to appropriate local school systems.
-Maintains grant award notebooks containing project approval letters and Grant Awards. Maintains sharp knowledge of program style guidelines and apply to all documents. Provides information to callers in regard to laws, rules, and regulations of the 21st Century Community Learning Centers grant. 
-Composes letters and emails to grantees and applicants when information and/or corrections are needed to grant and financial paperwork. Assembles, compiles, and summarizes data to form reports for external evaluator for release of information.

Organization and Planning: 
-Organizes and plans conferences, programs, meetings, and workshops for program development, implementation, and evaluation in order to assist the Extended Learning Team in providing leadership and technical assistance to customers in accordance with specifications set by the Section Chief and Director consistent with department procedures/protocols. 
-Provides program support in planning, arranging, and conducting workshops and conferences, including paperwork necessary prior to activity and forwarding to Branch Director for MSDE processing. Maintains and coordinates a filing system and databases for Specialists.

Communications – Oral & Written: 
-Opens, reviews, stamps, organizes and distributes mail in a timely manner for the 21st Century Community Learning Center Team to assure timely responses to inquiries and assignments in accordance with department procedures. 
-Reviews final drafts of documents, printed materials, and other deliverables for accuracy and adherence to Branch and Division guidelines. Reviews all invoices. Checks FMIS to make sure of funding availability. Approves for Specialists’ review.  

Document Production: 
-Coordinates, organizes and provides administrative support for document production, charts, graphs, and text related to key reports and projects. 
-Formats and types charts, text, and graphs for reports to relay information about programs and projects to meet reporting requirements, to update statistical data, and to compile information using oral and written instructions and various software packages.

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.  

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 Microsoft Office Suite & Google Documents experience

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications. 
  • Data management experience 
  • Multi-line Phone Experience 
  • Alpha & Numeric Filing experience 
  • Customer Service experience 
  • Record keeping experience

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

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.

BENEFITS

FURTHER INSTRUCTIONS

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

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 four digits of your SS# and indicate application Office Secretary III [JobAps#: 20-001362-0041). If you have any questions you may contact MSDE 410-767-0019. 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.

Appropriate accommodations for individuals with disabilities are available upon request.  
We thank our Veterans for their service to our country, and encourage them to apply. 
Bilingual applicants are encouraged to apply. As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.



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