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OFFICE SUPERVISOR

Recruitment #24-001442-0013

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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/

GRADE

11

LOCATION OF POSITION

Baltimore City, at the below address:

Baltimore Central Booking & Intake Center
300 East Madison Street
Baltimore, MD  21202

POSITION DUTIES

This position serves under the Case Management Manager and supervises the clerical support staff member(s) assigned to the case management unit. This position gives assistance to the Case Management Department by facilitating administrative processes for offenders’ releases to include parole releases, mandatory supervision releases, notification to Parole and Probation, etc. Also, this position maintains records of offenders received and released; maintains record retention/disposal schedules; requests record from Hall of Records for the Attorney General’s Office; case management purposes, etc.;  Ensures appropriate year’s releases are boxed up, properly labeled and transferred to Hall of Records.  Plans, schedules, direct, reviews and evaluates the work of a clerical team. Maintains records of assignments and reports status of work to the supervisor as required.  In addition, this position ensures adequate staffing levels; participates in the recruitment process and recommends hiring of new clerical staff; trains clerical staff; recommends formal training for subordinates; Makes recommendations to supervisor concerning new or revised clerical procedures and operations. Performs general administrative functions, coordinates data collection for reports and studies, independently prepares reports and develops more efficient or improved clerical procedures. This position also responds to inquiries from telephones callers and visitors, redirecting calls or providing information, which may require a detailed knowledge of the agency's functions and interpretation of various rules, regulations and procedures. The Records Supervisor reviews and authorizes requisitions for supplies via eIMS and recommends purchase of new office equipment. Furthermore, this position ensures proper filing, proper maintenance of the records office and performs other duties as required.

  • Adheres to department and statewide rules & regulations
  • Supervises/ensures maintenance, proper storage and retrieval of inactive records of offenders Released from custody of the Division of Pretrial & Detention Services in accordance with applicable laws, Regulations, policy and procedures
  • Ensures that files for newly arrived Incarcerated Individuals are retrieved daily from pretrial services
  • Ensures proper filing of documents in offender’s base files
  • Maintains record of staff assignments and reports the status of unit operations to the BCBIC Case Management Department Manager
  • Assist in the administration of an assigned program and/supervision of an operational unit within the agency; responsible for preparation of final reports and suggest recommendations for Improvement of the agency
  • Provides training to subordinate staff on standard operating procedures and changes in regulations and procedures, which affect the maintenance of inactive offender records
  • Communicates clearly/effectively and shows strong interpersonal skills
  • Works to implement department’s goals
  • Promotes cooperation with other areas of the Department and other agencies
  • Conducts random reviews of inactive offender to ensure compliance with applicable policies and Procedures
  • Orders, receives and distributes office supplies and materials
  • Other duties as assigned

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: Four years of experience performing clerical duties. 

Notes: 
1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education. 
2. Applicants may substitute education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience. 
3.Six months clerical training with three courses in subjects such as keyboarding, clerical math, word processing, spreadsheets, database, graphics presentation, proofreading, or office etiquette may be substituted for six months of the required experience. 
4. 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.

  • Experience facilitating administrative processes for offenders or parolees. 
  • Experience with requesting records for the Attorney General’s Office and maintaining accurate records of offenders received or released  
  • Experience reporting work assignments and status, as well as evaluating the work of a clerical or support team.

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

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.

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 Division at 410-585-3999.

Linda Franklin-Barber
lindag.franklin@maryland.gov
443-691-6628

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.

TTY  Users: call via Maryland Relay



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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