ADMINISTRATIVE AIDE

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.

 Correctional Litigation Coordinator:

Assist the defense to inmate claims by accepting service of process on behalf of staff and implement the completion of litigations, ensuring compliance of deadline dates and DPSCS policies.  Develop Affidavits, Declarations and Record Declarations from staff interviews; gather requested / required information from inmate base file, medical file, and institutional logbooks, DCD’s, ID’s, Post Orders, etc., forwarding packet of information to the AG’s Office. Serve as the institutional liaison with the Attorney General’s Office, attending Litigation Coordinators’ Meetings for the purpose of acquiring informational updates, discussing the handling and results of cases, and problem-solving.

Administrative:

Ø  The administrative functions associated with the management of the institution in relation to the process of standards compliance and the review and maintenance of regulations is coordinated and monitored daily through the Warden’s office.  Assist w/the review of standards, researching and locating information/reports utilizing the Annotated Code of MD; COMAR; DCD’s, ID’s, etc., to ensure compliance for auditing purposes.  This position supervises the secretarial staff that supports these functions. Devise, develop, and implement new working procedures and forms to ensure maximum efficiency and utilization of secretarial staff; revise and evaluate existing procedures; and instruct employees in their application.

Ø  Attend meetings on the Warden’s behalf, taking notes for final submission to the Warden.

Ø  Consult w/administrative staff/department heads regarding staff/inmate inquiries/complaints/grievances, administrative practices, policies, and interpretation of information/data for final submission to Warden.

Ø  Assemble and analyze budgetary line item needs for presentation to the Warden.

Ø  Prepare spreadsheets and organizational charts in Microsoft Excel/Word for statistical purposes.  Coordinate with Warden the compilation of information (writing, organization and development of miscellaneous reports, budget information, staffing statistics, security orders, etc.).  Independently researches information and materials to assemble and compile for final presentation to Warden, relieving him of these duties.

Ø  Utilization of Internet access for research purposes.

Ø  Compose correspondence of miscellaneous subject matter utilizing knowledge of departmental programs, policies, DCD’s, ID’s, Post Orders, etc.

Ø  Development of information to be entered into the inmate TV system for the purpose of broadcasting throughout the institution.

Ø  Act as intermediary for the Warden, processing information in an effective and courteous manner, relieving Warden of unnecessary and time-consuming contact.  Inmate inquiries are screened for content and handled or forwarded for handling by departmental staff.

Ø  Interpret DCD’s, ID’s, policies, and decisions to others, communicating orders and special instructions from Warden, ensuring compliance of policies.

Ø  Maintain Warden’s schedule requiring a wide variety of contacts.  Plan itinerary; prepare expense accounts, out-of-state travel and training forms; arranging overnight accommodations, air travel/transportation for out of state seminars.

Ø  Develop meeting agendas and minutes (researching agenda items prior to submission to Warden) and complying with all DCD time frames.

Ø  Responsible for the budget, condition and inventory of supplies, equipment and furniture assigned to the Warden’s office suite. 

Miscellaneous Duties:

Ø Review incoming correspondence for content (highlighting time-frames), researching and attaching information pertaining to subject matter prior to submission to Warden.

Ø  Organize and maintain filing system ensuring quick retrieval, confidentiality, accuracy and conformance with regulations.  Obtain material from files for review, research purposes for myself, the Warden and other supervisors.

Ø  Review of daily newspapers for articles concerning WCI/DPSCS, keeping HQ’s personnel apprised of media interested issues in Western Maryland.

Ø  Maintain continually revised updated versions of DCD’s, ID’s, Post Orders, Emergency Plans, Command Center Manuals, Union MOU, Security Operations, Commitment, OBSCIS, Executive Orders, DCIB’s, IIB’s, COMAR and Annotated Code of Maryland reference sets, noting changes and maintaining knowledge of said changes for application to daily job tasks.  Distribute Advance and Finalized copies of DCD’s to all reference sets in addition to overseeing the distribution to staff (by OS II in Personnel) as appropriate. 

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

Experience: Four years performing secretarial work 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.

Experience in maintain confidentiality with security sensitive information.

Experience in customer service to include handling difficult phone calls and following policy in regards to information disclosure.

Experience using Google Workspace (Docs, Sheets, Drive, etc).

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