OFFICE SECRETARY II

50 Harry S Truman Parkway Annapolis Maryland 21401

The purpose of this contractual position is to provide administrative support to the Maryland Agricultural Water Quality Cost-Share (MACS) Program.

This is contractual employment, 40 hours/week, and includes subsidized health insurance and limited paid leave.

Implements established protocols and procedures to process MACS Program applications, agreements, and claim for payments.  Assembles individual grants files for review by Program Staff.  Retrieves grant files for all incoming Claims or Agreements and prepares for program staff review and processing. 

Entering project information into appropriate database and software tools. Preparing documents for distribution to 24 Soil Conservation Districts and to applicants.  Preparing appropriate disbursement transmittal packages and invoices for approved payments to MDA Fiscal Services and prepares program documents for notarization.

Provides administrative support to the MACS Program Administrator and Administrative Officer.  Prepares correspondence for signature including letters, memos, forms, and data reports.  Makes arrangements for meetings as necessary, ensuring that all details are covered such as compiling and copying material necessary for meetings or data for special committees.

Assisting Administrative Officer in organizing and maintaining office environment to assure efficiency.  Managing complex filing system to provide easy access and retrieval of information by MACS Program staff. 

Preparing files and documentation in accordance with archive schedule.  Assembling Notice of Recordation packages for Assistant Attorney General review and distribution to county Clerk of Court Offices.

Assist Administrative Aide in receiving, processing, and distributing incoming mail of the MACS Program to the Program Administrator, Program staff or the file using established routing procedures.  Prepares all routine material and supporting data necessary for meetings and special committees.

Other duties as required for the operation of the Program.

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Two 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 any of the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

Experience working in an Oracle database system.

Experience performing clerical or administrative duties related to reviewing and processing information using Oracle to include high-volume data entry.

This position is limited to current permanent and contractual employees of the Maryland Department of Agriculture, and also to temporary employees from an external employment agency who are currently assigned to work at the Maryland Department of Agriculture.

Not Applicable

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.

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training, and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

Please report all related education, experience, dates, and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview). 

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.  

Not Applicable

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: Stacey Summers 410-841-5842 or stacey.summers@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.