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OFFICE SECRETARY II

Recruitment #24-001328-0017

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Introduction


 "Together, we are building a stronger Maryland."
                                -  Governor Wes Moore

Do you want to join a dynamic, innovative team? Join one of the State of Maryland’s largest agencies, the Maryland Department of Public Safety and Correctional Services (DPSCS)! When you work at DPSCS, it’s an opportunity to support and impact our large workforce, help ensure the public safety of Maryland’s residents and change the lives of returning citizens.

Visit our website to learn more about the work we do https://dpscs.maryland.gov/

As a member of the DPSCS team, you can have a fulfilling career, while also enjoying a wide range of benefits such as medical and dental coverage, paid time off (i.e. vacation, sick leave), becoming vested in the State pension, supplemental retirement options, and even joining the Maryland State Employees Credit Union.

GRADE

ASTD9

LOCATION OF POSITION

Somerset County
30420 Revells Neck Road
Westover, Maryland 21890

POSITION DUTIES

Provides secretarial/clerical support to the Correctional Case Management Specialists, Supervisors, Office Supervisor and Housing Unit Managers at Eastern Correctional Institution. ECI has approximately 3000 plus inmates that have security levels from pre-release to medium security. Also, ECI is ACA accredited and this requires a certain amount of secretaries to complete the work associated with Administrative Segregation, Segregation, Protective Custody and general population caseloads and to maintain ACA standards.

Provides secretarial/clerical support to the Correctional Case Management Specialists, Supervisors, Office Supervisor and Housing Unit Managers at Eastern Correctional Institution.  ECI has approximately 3000 plus inmates that have security levels from pre-release to medium security.  Also, ECI is ACA accredited and this requires a certain amount of secretaries to complete the work associated with Administrative Segregation, Segregation, Protective Custody and general population caseloads and to maintain ACA standard.

  1. Type and maintain approximately 1536 inmate caseloads utilizing Microsoft software, OCMS, OBSCIS and Inmate Data Manager.  
  2. Secretaries are required to maintain approximately 786 confidential inmate base files at one given time.  
  3. Correspond with internal and external customers regarding confidential inmate information.
  4.  Daily change sheet traffic sheet.
  5. Record classification boards daily which includes inmate job assignments/changes, reclassification of security level, reassignments from general population to segregation or protective custody and restoration of good conduct credit days. Actions involve utilizing OCMS to check assignment sheets and reclassification sheets for appropriate signatures/approvals, type results on docket for distribution to appropriate staff, copy all forms for Office Supervisor approval, upload documents into OCMS and enter confidential notes.   Send notifications to appropriate staff, i.e. Commitment, Education of any changes that pertain to their department. 
  6.  Prepare, type and mail out Fast and Speedy Trial paperwork to appropriate courts. Responsible for looking up all information that is included on documents, making copies and sending out certified mail.  When certified receipt comes back to ECI, secretary is responsible for making sure it’s attached to the F&S paperwork.
  7.  Responsible for maintaining a large amount of filing for inmates with last names starting with A-I.  Secretary is to make sure information gets into the base file in a timely fashion.

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

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 working in an environment receiving, processing, and maintaining confidential information. 2. Experience providing customer service to the public, co-workers, and/or officials to include critical thinking and decision making.

LIMITATIONS ON SELECTION

This recruitment is limited to current  Maryland Department of Public Safety and Correctional Services (DPSCS)- Eastern Correctional Institution  employees only.

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.

Oluwakemi Oyesile

oluwakemi.oyesile@maryland.gov

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 410-764-5299 (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.

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

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.




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