ADMINISTRATIVE AIDE

11

10946 Golden West Drive, Hunt Valley, MD 21031

This position provides administrative assistance and support to the Assistant Commissioner of Maryland Occupational Safety and Health in various specialties including program administration budget and procurement relieving the Assistant Commissioner of administrative functions in order to increase the time available for managerial level responsibilities.

This position provides administrative support to the MOSH Consultation Program.

Provides administrative assistance to the MOSH Consultation Program and staff including but not limited to: processing letters, correspondence, charts, forms, manuals, standards, and other documents. Assembles signed written reports after checking for accuracy of corrections made by consultants (copies, inserts/verifies attachments and mails). Assist with proofreading cases and data entry on the OIS system(s). Organizes and logs written reports into Google Drive and backs up that information on a portable hard drive. Assists the program manager and supervisor with operational details by compiling figures gathered from various resources, assists in creating, inputting, and maintaining a database of various statistical reports using software applications (i.e. monthly report, budget tracker, supplies, purchases, inventory, publications and day-sheet log, and tracks consultant’s use of leave). Assists with promotional outreach, encourages callers to request services and/or speak with consultants and also helps to provide customers with valuable resources (i.e., internet website links, fax requests forms, etc.)

Assist the Assistant Commissioner leading and directing the organization to one common goal. Provides leadership and assistance on a variety of complex organizational and special projects by gathering information, reviewing and documenting facts, and disseminating the findings to a specific source. Ensures smooth operations within the organization while upholding the mission and vision and adhering to set standards; and ensures total customer satisfaction at all levels and maintains friendly working relationships.

General Office Functions:

- Maintain master files of office procedures and processing of activities which relate to the Assistant Commissioner, VPP Program, Training and Education, and MOSH Consultation.

- Act as liaison between Assistant Commissioner and Federal Occupational Safety and Health Administration representatives to coordinate and initiate quarterly conferences, meetings, as well as to meet deadlines for the submission of required reports.

- Participates in team projects, organize and attends conferences/meetings.

- Develops and revises office procedures as accepted by the Assistant Commissioner.

- Record and type minutes at supervisor and other staff meetings and distributes out to appropriate staff.

- Maintains calendar and scheduling for Assistant Commissioner, Training and Education, and VPP Supervisor, including speaking engagements, inspections, and other events including travel, leave and EOD anniversaries.

- Provides backup for front reception desk by receiving visitors and answering questions and delegating incoming calls.

- Consolidate, organize and maintain historical MOSH archives

- Assists Assistant Commissioner, and Training and Education Supervisor with PEP process and ensure that PEP evaluations are conducted on time. Assist with changes and updates of employee MS22s.

- Proofreads outgoing correspondence and review records for completeness and accuracy for the Assistant Commissioner, Consultation Supervisor, VPP Supervisor, and the Outreach and Training Supervisor.

- Opens, sorts, reads, and distributes incoming and internal mail and correspondences and acts accordingly through composing and signing response correspondences or forwarding to appropriate staff for proper action.

Time Keeping

- Review, verify, and input timesheets for office staff into the system for supervisor’s approval by COB Tuesday of the week they are due. Ensuring proper sick leave documentation is received from employees, and leave codes are recorded correctly.

- Review and maintain OIS tracking reports. Keeping track of timely submission.

- Liaise closely with DLLR Office of Human Resources to ensure policies are followed accurately when submitting time and documentation, as well as read and interpret COMAR as it pertains to the same.

- Oversee and process monthly Financial Accounting Recording System (FARS) to provide a method of documenting and reporting employees paid hours and compensatory time used each month for Federal budgetary purposes. On a monthly basis, develops and runs reports utilizing Microsoft Excel and reviews with the Assistant Commissioner the status on leave reports, PEPs, and reclassification requests so that appropriate actions if necessary can be initiated.

Process Out-of-State and In-State Travel requests and registrations for the Commissioner, Assistant Commissioner, Chief, VPP Supervisor, CCP Supervisor, DLI Lawyers and other MOSH staff.

Process, manage, record, and monitor remote deposits transactions for MOSH Hunt Valley office. Secure all checks and money orders in a locked safe. Maintains corporate credit card and reviews usage of other credit cards within the agency; advises employees and management on procurement and FMIS in the absence of the procurement officer.

Audit MOSH personnel’s expense voucher for accuracy and compliance in a timely manner with few errors. Performs final expense reviews before sending out of MOSH. Advises Assistant Commissioner and departmental officials regarding administrative practices, policies, procedures, and laws as it relates to expense account in absence of the procurement officer.

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.

The selected candidate should be able to handle a wide variety of administrative duties and project management; possess experience assisting with preparing reports, special projects and summaries, scheduling meetings and/or events, reviewing, processing, and maintaining records and documentation; verifying information in accordance with policy, procedures, and regulations; entering data and demographics into databases; possess the ability to exercise independent judgment; possess strong interpersonal communication abilities; outstanding organizational skills; and possess the ability to multitask.

Internal recruitment limited to current Labor and Industry employee's only.

Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Applicants must provide sufficient information on the application to show they meet the qualifications for this recruitment. RESUMES ARE NOT ACCETABALE AND NOT CONSIDERED IN THE SELECTION/EXAMITIONATION PROCESS. All information concerning the qualification, including any required documentation (diploma, transcripts, certificate, etc) must be submitted and received by the closing date. Information submitted after this date will not be considered.

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 employment (eligible) list for at least one year.

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

STATE OF MARYLAND BENEFITS

Military Veterans may qualify for additional bonus points towards certification. Any job offer will be contingent on the candidate providing a U.S. Military form DD 214 verifying honorable discharge from service prior to starting employment (and may be requested prior to interview). Permanent State employees do not need to submit proof of Veterans’ status. 

If you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail to Felicia.ransome@maryland.gov  or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION

Completed applications, required documentation, and any required addendums may be mailed to:

DLLR Office of Human Resources
Attn: 18-002572-00013 (Admin Aide/Internal L & I )
1100 N. Eutaw Street, Rm. 100
Baltimore, MD 21201

The MD State Application Form can be found online

Department of Labor, Licensing and Regulation is an equal opportunity employer. It is the policy of DLLR that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.