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OFFICE SECRETARY III

State of Maryland - DJS Community Operations Region 7 • Full-time • MD, US • $45.60k - $70.15k / year • 2d ago

Introduction

GRADE

ASTD10

LOCATION OF POSITION

14735 Main Street Suite M0400, Upper Marlboro, MD. 20772

Main Purpose of Job

The Maryland Department of Juvenile Services (DJS) is dedicated to transforming young lives, creating safer communities, and fostering equitable systems. We are seeking passionate individuals for the role of Office Secretary IIII, so come join our team and make a meaningful impact on youth and the community at DJS! The main purpose of this position will be to provide effective and efficient secretarial, organizing and coordinating services to the Case Management staff assigned to the Region 7 Upper Marlboro Office. Providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary III classification type on keyboards of personal computers using word processing software. Employees in this classification do not supervise. Some key responsibilities of this position may include, but not be limited, to the following: Provides secretarial support to one or more officials, administrators or administrative staff; Type correspondence, reports and other documents using a keyboard of a personal computer; Relieves the supervisor of operational details by assembling, compiling and summarizing data into a concise form and preparing reports; Drafts correspondence; Receives telephone calls and visitors and arranges for appointments and interviews; Provides information to callers in regard to laws, rules, regulations, operations and procedures governing the agency's operations; Obtains material from a variety of sources to be used for articles, reports and speeches; Maintains important and confidential records, schedules, expense accounts and office supplies; Reads reports and summarizes information to facilitate the supervisor's review; Types manuscripts, correspondence, statements, tables and forms from corrected copy, rough draft or oral instruction; Opens, sorts, reads and distributes incoming correspondence; Proofreads outgoing correspondence and reviews records for completeness and accuracy; Prepares and maintains statistical and numerical reports and records; Develops special forms and summaries using a variety of records in order to secure complete and accurate information; May compose and sign outgoing correspondence; May develop, revise and implement office procedures; May use word processing, data base, spread sheet or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents; May enter, update, verify and retrieve data using computer data base or spreadsheet software applications; Performs other related duties.

POSITION DUTIES

Join Us in Making a Difference at DJS!

The main purpose of this position will be to provide effective and efficient secretarial, organizing and coordinating services to the Case Management staff assigned to the Region 7 Upper Marlboro Office. Providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary III classification type on keyboards of personal computers using word processing software. Employees in this classification do not supervise.

Some key responsibilities of this position may include, but not be limited, to the following:

Provides secretarial support to one or more officials, administrators or administrative staff;
Type correspondence, reports and other documents using a keyboard of a personal computer;
Relieves the supervisor of operational details by assembling, compiling and summarizing data into a concise form and preparing reports;
Drafts correspondence;
Receives telephone calls and visitors and arranges for appointments and interviews;
Provides information to callers in regard to laws, rules, regulations, operations and procedures governing the agency's operations;
Obtains material from a variety of sources to be used for articles, reports and speeches;
Maintains important and confidential records, schedules, expense accounts and office supplies;
Reads reports and summarizes information to facilitate the supervisor's review;
Types manuscripts, correspondence, statements, tables and forms from corrected copy, rough draft or oral instruction;
Opens, sorts, reads and distributes incoming correspondence;
Proofreads outgoing correspondence and reviews records for completeness and accuracy;
Prepares and maintains statistical and numerical reports and records;
Develops special forms and summaries using a variety of records in order to secure complete and accurate information;
May compose and sign outgoing correspondence;
May develop, revise and implement office procedures;
May use word processing, data base, spread sheet or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents;
May enter, update, verify and retrieve data using computer data base or spreadsheet software applications;
Performs other related duties.

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

Strong organizational and administrative skills
Ability to manage multiple tasks, maintain accurate records, schedule meetings, and prioritize work effectively in a fast-paced office environment.
Excellent communication and interpersonal skills
Professional written and verbal communication skills, with the ability to interact courteously and effectively with staff, management, and the public.
Proficiency with office technology and software
Working knowledge of Microsoft Office (Word, Excel, Outlook), office equipment, and the ability to quickly learn internal systems and procedures.

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.

SELECTION PROCESS

Please ensure that your completed application includes sufficient information to demonstrate that you meet the qualifications for this recruitment. All documentation related to your qualifications must be submitted by the closing date; information received after this date will not be considered. Candidates who meet the qualifications will remain on the certified eligible list for a period of one (1) year. This list may also be used to fill similar positions within this classification in the future.

EXAMINATION PROCESS

The assessment will involve a rating of your application based on your education, training, and/or experience as it relates to the position's requirements. Therefore, it is essential that you provide complete and accurate information on your application. Incomplete applications will not be accepted. Please report all relevant experience and education. For education obtained outside the U.S., you will be required to provide proof of equivalent American education, as determined by a Foreign Credential Evaluation Service, at the time of hire. Please complete the supplemental questionnaire, if applicable. They will be used when rating applications. Please note that your answers on the supplemental questionnaire must correspond to the information provided on your completed application to receive credit. Missing or incomplete supplemental questionnaires may impact the overall rating of your completed application.

If you are a Veteran applying for this position, please submit your DD 214 Long Form with your completed application to receive proper credit.

BENEFITS

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

The online application process is strongly recommended. If you are unable to apply online, you may submit a completed paper application and supplemental questionnaire via email or fax to the addresses provided below. For fax or mail submissions, please ensure that each page includes your first and last name, the recruitment number (located at the top of the posting), and the last four digits of your Social Security number. All paper application materials must be received by 5:00 PM on the closing date of the recruitment. Applications received after this time, or those submitted with incorrect forms, will not be accepted. Postmarks will not be considered.

Maryland Department of Juvenile Services

OHR-Recruitment & Examination Unit

217 E. Redwood Street

Baltimore, MD 21202

Attn:DJS Recruitment Team

Fax number 410-333-4188

TTY Users: call via Maryland Relay

If you are having difficulty with your user account or have general questions about the online application system, please contact the Maryland Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov.

Should additional information regarding this recruitment be required, please contact the Maryland Department of Juvenile Services, Recruitment and Examination Unit at djs.careers@maryland.gov. Include the Recruitment Title/Number that is located at the top of the bulletin.

As an equal opportunity employer, Maryland is committed to recruiting, retaining, and promoting employees who are reflective of the State’s diversity.

DJS values the experience gained by Veterans while serving our country. Veterans are welcome to apply for all current recruitments.

Bilingual applicants and people with disabilities are welcome to apply for all recruitments.

Candidates with lived experience relating to the criminal/juvenile legal system are encouraged to apply.

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