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OFFICE SECRETARY III

Recruitment #21-001362-0010

GRADE

ASTD10

LOCATION OF POSITION

Washington County

18701 Roxbury Rd. Hagerstown, MD 21746

18800 Roxbury Rd. Hagerstown, MD 21746

18601 Roxbury Rd. Hagerstown, MD 21746

POSITION DUTIES

To provide secretarial and administrative support to one or more administrative officials and staff, including routine and specialized, complex secretarial services.

Maintains Google calendar, schedules appointments, and arranges schedules as needed. A tickler system is maintained to ensure due dates for reports, activities, etc. are met.

Utilizes word processing and spreadsheet software to create and maintain manuscripts, correspondence, reports, forms and other documents. Forms rough drafts for review. Maintains files and confidential EEO files.

Receives and evaluates incoming correspondence for Administrators and uses own judgment in directing correspondence to the appropriate staff for action, requiring extensive knowledge of workflow and procedures.

Independently receives telephone call inquiries that may require extensive knowledge, tact, discretion, and judgment of the units’ functions and interpretation of various rules, regulations, and procedures governing the agency’s operations. Schedules attorney visits to meet with inmate clients.

Acts as an intermediary for administrative staff by maintaining frequent contacts with executive and professional staff and other officials including professional executives in positions outside the Maryland Department of Public Safety and Correctional Services.

Receives, interprets, and maintains routine and daily staff activity reports. For example: medical staff sign-in logs, medical staff special confinement rounds logs, time sheets, medical co-pays etc.

Drafts correspondence, both routine and complex, to inmates, staff, and to the public for the Administrators and drafts correspondence for executive staff.  

Uses word processing, databases, spreadsheets, or desktop publishing computer software applications in order to prepare reports or other documents and in the handling of telephone inquiries.

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.

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 providing secretarial support using document software, such as word or other software to create and maintain spreadsheets, reports, forms or other documents.
2. Experience proofreading and editing policies or reports.

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.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be emailed to hr.recruitmentuser@maryland.gov or faxed to 410-484-5928. Paper application materials must be received in our office by the closing date for the recruitment.

T.Massey

410-339-3525

If you are submitting additional information, the preferred method is to upload it with your application. All uploaded additional information must be received by the closing date and time. If you are unable to upload,
please email the requested information to hr.recruitmentuser@maryland.gov referencing the recruitment number in the subject line, or fax to 410-484-5928 (providing a cover sheet with your contact information,
recruitment name, recruitment number and the number of pages faxed). Only additional materials that are requested will be accepted for this recruitment.

For questions regarding this recruitment, please contact the Department of Public Safety and Correctional Services, HRSD-Recruitment & Examination at 410-339-4200, MD TTY Relay Service 1-800-735-2258.

If you are having difficulties with submitting your online application, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates 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.