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OFFICE SECRETARY III

Recruitment #25-001362-0010

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Introduction

If you are looking for an exciting career with great benefits, pension, generous leave, competitive salary, and the opportunity for advancement and professional growth, apply to join the DPSCS team today!

The Department of Public Safety and Correctional Services (DPSCS) is seeking dedicated candidates to fill important roles within our department. We are one of the largest departments in Maryland with nearly 12,000 employees and a budget of more than $1 billion. In order to fulfill our mission of promoting safety, we have increased security at our institutions while leading the way in innovative restorative justice projects that will help offenders reintegrate into society upon release.

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

ASTD10

LOCATION OF POSITION

Allegany County 
13800 McMullen Hwy SW
Cumberland, MD 21502

POSITION DUTIES

To provide clerical support to the VAC Office including routine and specialized secretarial services. The main purpose of this position is to maintain records, process paperwork, receive correspondence/schedule appointments and to aide in the development of plans for the effective operation of the volunteer/intern program and to organize special events & activities. This position deals with administrators, custody, and support staff on a daily basis. Additional duties of this position include purchasing/receiving supplies for programs/events.

Volunteer/Intern Program - Special Events & Activities - Inmate Programs 40%
Receive telephone calls and visitors; answer routine inquiries and take messages; exercise and maintain confidentiality and judgment in securing or providing information to outsiders.
Maintain and prioritize the VAC calendar.
Compose letters and memos for the VAC office.
Establish and maintain effective working relationships with superiors, subordinates, representatives of other organizations, and the general public.
Ensure courteous, tactful public relations and comply with established laws, rules and regulations; Designates inquiring parties, i.e.; news reporters, journalist inquiring information regarding inmates to administration / public information officer in the absence of WCI Public Information Officer.
Prepare Consent for Media Interview form to be completed prior to an inmate being interviewed, photographed or videotaped. Screen all inmates for victim notification.
Schedule appointments for tours and special events.
Relieves the supervisor of operational details by assembling, compiling and summarizing data into a concise form and preparing reports.
Revise / maintain VAC Office ID & DCD manual.
Prepare and distribute institutional entries.
Process purchase orders requisitions pertaining to institutional functions for staff & administration and inmate programs.
Assist in planning special events and presentations for volunteers and staff.
Prepare WCI Proposal Form for Special Events/Activities for signature/approval.
Assist in the reviewing and editing of the Western Correctional New Network (WCNN); order supplies for the inmate news broadcaster. Assist in collecting information approved by administration to be aired and viewed by the inmate population.
Receive calls from outside sources to assist in planning / scheduling inmate work detail for community projects utilizing medium security inmates.
Maintains and updates registered volunteer files; updates monthly volunteer list for distribution.
Responsible for corresponding with registered volunteers to schedule appointment to update ID Badge to be replaced every 5 years.
Trained to accurately complete and submit inmate monthly payroll.
Responsible for maintaining OBSCIS (Offender Based State Correctional Information System) training for VAC department.
Completed NCIC Limited Access Course C5-Meters training to process request for criminal background checks.
Prepare agenda and assemble material for Volunteer/Intern Orientation.
Assemble material and prepare speeches for Special Event & Ceremonies.
Responsible for corresponding with Department of Corrections Training Center to schedule Volunteer/ Intern training.
Assist in planning and implementation of inmate program.
Compile inmate infraction history, traffic and classification data information to ensure all rules according to the Institutional Directives are followed to determine eligibility to participate in inmate programs.
Correspond with Housing Unit Managers, Custody & Inmate Accounts to compile and maintain an accurate list of eligible inmates to participate in Family Day function.
Assist Warden, Assistant Warden and Administrative Officer in the organization of
Special Ceremonies, i.e.; Change of Leadership Ceremony.
Prepare upon request by administrator, administrative staff and custody to be presented at the annual Employee Correctional Week Awards Ceremony. Provide copy of certificate for employee base file.
Maintain and compile departmental information for external/internal audits upon request by the Operations Manager.
Compile information to prepare and maintain statistical and numerical reports and records.
Attend internal meetings i.e.; Warden’s Staff Meeting, Programs Committee Meeting, in the absence of the Administrative Officer.
Attends community project meetings, i.e.; Let’s Beautify Cumberland, Day of Caring & Sharing.
Compile information/photos of employees recognized at the Western Correctional
Institution for the Quarterly Employee Recognition Program. Determine what information to include and submit the immediate press release article to the local newspaper.
Distribute Maryland Charity Campaign Pledge Cards/books to staff. Collect contributions and prepare campaign report.
 Communicate with appointed MCC Region Representative to schedule pick-up time/date. Attend MCC meetings / awards ceremony.
Organize American Red Cross Blood Drive, distribute information and schedule donors.
Liaison between the America’s Vet Dogs K-9 Corp & the Vet Dogs Prison Puppy Program at Western Correctional Institution.

Correspondence/Communications/Computer Operations 25%
Communicate in a professional manner maintaining a helpful, pleasant attitude following established procedure when providing internal and external customer service via telephone or in-person contacts to include: visitor from various agencies, department heads, officers, consumers, registered volunteers, community, and the general public regarding all aspects of the Institution.
Screen visitors/telephone calls as required.
Ensure that all correspondence is handled in a timely manner, distributed to appropriate staff or departments.
Prepare, assemble and distribute materials for meetings.
Record, transcribe minutes, edits grammar and disseminate approved minutes to distribution source.
Process purchase requisitions pertaining to items received into the VAC department.
Verify receipts and sent to appropriate department.
Responsible for office equipment; ordering supplies, reporting billing information and scheduling service calls.
Devise and type forms needed to record various information for future use or for on-going lists utilizing computer system.
Compile data as needed for Administrative Officer/VAC meetings.

Clerical 25%
Type manuscripts, correspondence, reports and documents using a typewriter or a
keyboard of personal computer, computer terminals or word processor. Compose letters and memos for the VAC Office. This may include responding to inquires
with a standard business letter, independently preparing reports, etc…and distributing finalized documents, sometimes without prior supervisory review.
Types manuscripts, correspondence, statements and forms from corrected copy, rough draft or oral instruction.
Responsible for maintaining accurate, up to date and complete filing system inclusive of
volunteer/intern confidential records, VAC reports, staff / administration functions, inmate programs and work detail.
Record, type, copy and distribute minutes of Employee Correctional Week Planning
Committee, Inmate Family Day Planning Committee, & Unit Inmate Representative
Committee Meeting (UIRC).
Opens, sorts, reads and distributes incoming correspondence.
Compose and sign outgoing correspondence.
Open, read and reply to inmate request.
Obtain material from variety of sources to be used for articles, reports and speeches.
Process purchase orders requisition pertaining to institutional functions for staff, administration and inmate programs.
Clerical duties are intermittent throughout the day and accomplished in addition to other responsibilities.

Performs Purchase Order / Office Inventory Supplies Processes. 7%
Purchasing/Requisition:
Research various catalogs/internet/local suppliers for equipment and supplies used at the institution for VAC staff events and inmate program functions.
Copy and distribute approved Requests for Purchases.
Maintain organized file system of paperwork.
Follow through with each Purchase Order Request Form.
Internal Office Inventory Supplies;
Trained on the Enterprise Inventory Management System.
Responsible for ordering, tracking and confirming office and janitorial supply orders for the chapel, education/library, gym, horticulture and VAC departments.

Comes to Work as Scheduled. 3%
Required to plan vacation schedule ahead of time to complement with Administrative
Officer/VAC schedule.
Establish adequate personal limits on the use of leave time.
Report to work on time.
Return promptly from meal periods/restroom breaks.

MINIMUM QUALIFICATIONS

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. One year of experience working in a correctional facility.

2. One year of experience organizing special events and activities.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

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.

Must be willing to work in a correctional Facility 

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

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost.

 CLICK ON THIS LINK FOR MORE DETAILS:STATE OF MARYLAND BENEFITS

  • Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date). 
  • Annual Leave - ten (10) days of accumulated annual leave per year. 
  • Sick Leave - fifteen (15) days of accumulated sick leave per year.  
  • Parental Leave - up to sixty (60) days of paid parental leave upon the birth or adoption of a child. 
  • Holidays - State employees also celebrate at least twelve (12) holidays per year.   
  • Pension - State employees earn credit towards a retirement pension.
  • Student Loan Forgiveness - Employees with the State of Maryland are eligible to participate in the Federal Public Service Loan Forgiveness Program
  • Free Mass Transit Benefit​- Permanent State employees are entitled to use the Baltimore Light Rail, the Baltimore Metro Subway, the Baltimore Bus Service

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.

Aicha Bomou

Aicha.Bomou@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 410-484-5928 (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.

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



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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