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OFFICE SECRETARY III

Salisbury Animal Health Laboratory

Recruitment #21-001362-0009

GRADE

ASTD10

LOCATION OF POSITION

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

Main Purpose of Job

This position assists the director of the Salisbury Laboratory in support of the agency mission toprevent and control infectious diseases of livestock and poultry. Serves as Office Manager and Laboratory Information Systems Manager while performing specialized secretarial and administrative support work for the Salisbury Animal Health Laboratory, and supervises Office Secretary II and other staff assisting in front office. Duties include receiving, accessioning, and distributing sample specimens that are submitted to the laboratory for diagnostic work; preparing laboratory reports, charts and specialized documents; maintaining the laboratory information file and billing systems.

POSITION DUTIES

Serves as Laboratory Office Manager: manages procedures, workflow, recordkeeping budget preparation, front office housekeeping, point of contact for maintenance staff to places work orders for repairs and follow-up on outstanding work orders.  Maintains an updated calendar for laboratory staff in matters related to scheduled equipment calibrations, audits, conferences and other meetings.

Provides initial contact in answering telephone, fax, email, and visitor's inquiries by providing routine information in regard to rules, regulations, operations, procedures related to the agency's operation.  Responsible for receiving and signing incoming deliveries, opening, reviewing and distributing laboratory staff mail. 

Prepares non-biological packages and paperwork for shipping by FedEx, UPS, U.S. Postal Service or courier and maintain shipping records. Packs and ships samples for testing at reference laboratories, strictly following federal and agency guidelines for packing and shipping biological substances.  Receives and distributes all sample specimens submitted for diagnostics to relevant in-house laboratory section (Bacterial, Molecular, Serology, etc.) and/or refers samples/specimens to other labs. 

Manages and maintains Laboratory Information Management System (LIMS); data entry of sample submissions and/or specimens, maintains database files, and assists Lab staff with computer or database questions.  Compile and generate Necropsy reports accurately and efficiency based on necropsy findings and interpretations as directed by the attending veterinarian.

Data entry of test billing information into VADDS Laboratory Information and Billing system. Invoices customers for test charges maintains billing and payment records.  Periodically makes bank deposits, strictly following MDA fiscal services procedures, into laboratory bank account.

Supports the Laboratory Director in preparing expense accounts, making travel arrangements and development of documentation to attain and maintain laboratory accreditation. 

Supervises and assigns work to Office Secretary II and other relief or temporary front office staff, or laboratory staff assisting with front office work.

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.

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.

 

1. Experience performing clerical support duties in a veterinary practice, medical practice, or laboratory setting.
2. 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.
3. Experience maintaining inventory, developing purchase orders, handling cash payments and interacting with vendors.

 

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

For questions concerning this recruitment, please contact Kathleen Newhouse at 410-841-5837 or kathleen.newhouse2@maryland.gov.  TTY Users: call via Maryland Relay

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. 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). All paper applications must be received by the closing date, no exceptions.  (Postmarks not accepted.)

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.