ADMINISTRATIVE AIDE

ASTD11

Washington County: Maryland Correctional Institution-Hagerstown

This position ensures that the Office of the Warden is managed to the utmost performance and efficiency by providing very specialized, complex and administrative secretarial services to the Warden and other Administrative officials at Roxbury Correctional Institution. This position independently handles and takes care of a considerable amount of issues that comes in to the Warden’s office herself, which allows the Warden to act upon other managerial issues.

-Acts as Litigation Coordinator for Roxbury Correctional Institution. This position involves a great deal of research/investigation into the allegations that an inmate claims in a Civil Action Lawsuit. This position plays a very critical role in assisting the Attorney General’s Office in the preparation of their Case. This position contacts all the employees involved in the Civil Suit, ensuring that they are Legally Represented. Frequently prepares Affidavits/Declarations for submission in Court by the Attorney General Office. Upon receipt of a Civil Action Case, this position prepares a very detailed packet, with a cover letter to the Principal Counsel of the Office of the Attorney General, explaining step-by-step of the actions taken by this position in order to prepare for the Case. This packet ensures the Attorney General’s Office that all avenues have been taken on the part of the institution for the preparation of their Case. This position arranges for meetings with the Attorney General’s Office and those staff involved in the Case. This position was asked to be on a Task Force for the implementation of a Litigation Manual for the Division of Correction, with examples of this position’s role as Litigation Coordinator included in the Manual itself.

-Responsible for the handling of all TORT Claims for the Maryland State Treasurer’s Office for which inmates at this facility file a claim. This includes compiling all reports that pertain to the claim itself and independently responds to their office.

-Acts as intermediary between the Warden and appointed/elected officials, upper management of the Agency and Department, State employees and the general public concerning routine and moderately complex matters and those requiring considerable tact, discretion and judgment.

-Sorts, opens and distributes mail directed to the Warden’s Office. Uses own judgment in forwarding mail that comes in to the Warden’s Office to various other Department Heads to handle or handles the inquiry independently.

-Whenever an inmate death occurs, this position prepares the letter for the Warden’s signature, to the inmate’s next of kin expressing the Warden’s condolences on their loss and also advising them of the institutional policy and procedure as it pertains to the release of the deceased inmate’s monies and property. Prepares correspondence for Warden’s signature in order to obtain the Death Certificate of the deceased. (A Log is obtained of all inmate deaths.)

-Whenever an inmate escape occurs, this position is responsible for preparing and processing all the necessary paperwork for the Warden’s signature, to State and County officials, Division of Corrections, FBI and Investigative Unit. (A Log is obtained of all inmate escapes.)

-This position is the Forms Coordinator for the institution and is responsible for ensuring that all Forms in use at Roxbury Correctional Institution are properly processed and accurately numbered. Per Division of Correction’s Regulations this process is necessary to obtain management of all Forms within the institution.

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 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.

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. Experience preparing and typing written correspondences.

2. Experience preparing and coordinating meetings.

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

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.

STATE OF MARYLAND BENEFITS

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.

T.Massey

tiaram.massey@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 & Examination at 410-585-3999, MD TTY Relay Service 1-800-735-2258.

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.