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OFFICE SECRETARY II

Maryland Agricultural Water Quality Cost-Share (MACS) Program

Recruitment #24-001328-0013

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Introduction


The Maryland Department of Agriculture is a department under Maryland's Executive Branch.  Formed in 1972 by the Maryland General Assembly to address the agriculture needs for the State of Maryland, the Department oversees and serves as a regulatory body for animal health, consumer services to include marketing and lab services, plant and pest management and resource conservation.  As the number one industry in Maryland, the diversity of agriculture programs in the State continue to expand and grow.   ​

Th​e Office of Resource Conservation works with Maryland farmers to plan and​​ implement conservation practices and programs that balance crop and livestock production with the need to protect natural resources. Within the Office of Resource Conservation is the Maryland Agricultural Water Quality Cost-Share Program. This program provides farmers with grants that cover up to 100 percent of the cost to install BMPs on their farms to control soil erosion, manage nutrients and safeguard water quality in streams, rivers and the Chesapeake Bay.

GRADE

ASTD9

LOCATION OF POSITION

50 Harry S Truman Pkwy, Annapolis MD 21401

Main Purpose of Job

The main purpose of this position is to provide administrative support to the Maryland Agricultural Water Quality Cost-Share (MACS) Program. The position will also provide secretarial support to the various programs within Conservation Grants.

POSITION DUTIES

Job duties include but are not limited to:
  • Implements established protocols and procedures to process applications, agreements, and claim for payments, including:
    • Assembling individual grants files for review by Program Staff.
    • Retrieving 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.
    • Prepare 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.

  • Provides secretarial support to the Conservation Grants Program including:
    • Performing initial contact screening activities for office staff; directs incoming telephone calls as needed. Handles program questions or resolves problems about Conservation Grants Programs. 
    • Preparing correspondence for signature, including letters, memos, forms, and data reports.
    • Making arrangements and preparing material & supporting data necessary for meetings and special committees. Makes travel arrangements for staff as needed. 
    • Receives, processes, and distributes incoming mail using established routing procedures. 
    • Processing expense accounts for Program staff, invoices from purchase orders, invoices from vendors, and other miscellaneous invoices and maintain an ongoing record for each. 

  • Organizes and maintains office environment to assure efficiency including:
    • Managing complex filing systems to provide easy access and retrieval of information by MACS Program staff & preparing files and documentation in accordance with archive schedule. 
    • Maintaining inventory of office equipment and office supplies, ordering as necessary. 

MINIMUM QUALIFICATIONS

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. 

DESIRED OR PREFERRED QUALIFICATIONS

  • Notary Experience
  • Experience with Data Entry and Complex Filing Systems
  • Experience handling Sensitive Information 
  • Experience in Office Software Systems
  • Detail Oriented
  • Strong organizational, time management, and priority-setting skills.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Please make sure 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.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

The online application is strongly preferred. If you are unable to apply online, you may submit a paper application and supplemental questionnaire to: Maryland Department of Agriculture  Human Resource Office, Room 304, 50 Harry S. Truman Parkway,  Annapolis, MD  21401. The Human Resources unit is not responsible for applications sent to any other address.

Faxed or e-mailed applications will not be accepted. Resumes will not be accepted in lieu of completing the 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.)

If you are having difficulty with your user account, need to make adjustments to a submitted application or have general questions about the online application system, please contact the MD Department of Budget and Management at Application.Help@maryland.gov ; ATTN: Recruitment and Examination Division

Inquiries regarding this recruitment can be directed to Courtney Blackistone at courtney.blackistone1@maryland.gov.

TTY Users: call via Maryland Relay

Candidates with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country, and encourage them 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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