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Records Coordinator

Recruitment #19-001755-0017


This position is limited to permanent and contractual employees working for the Department of Public Safety & Correctional Services (DPSCS).




6776 Reisterstown Road, Baltimore, Maryland 21215

Main Purpose of Job

The purpose of this position is to audit, record and maintain the Department of Public Safety and Correctional Services (DPSCS) technology equipment fixed asset records in accordance with policies and procedures implemented by the department of Information Technology & Communications Division as well as the governing agency the Maryland Department of General Services.


  • Manage the inventory detail records of the technology equipment received, deployed, disposed and transferred using the Department of Public Safety and Correctional Services (DPSCS) asset tracking system Atrack.
  • Ensure that all procedures relating to the care, maintenance and security of technology equipment is followed in accordance with the DPSCS, ITCD and the Maryland Department of General Services.
  • Create the property record in Atrack from the purchasing documentation provided by Procurement and the receiving documentation received by the Property/Facilities Management Unit receiving staff.
  • Ensure the accuracy of the equipment received and documented before the information is entered into the fixed asset system by reviewing all documentation associated with the purchase order and the requisition.
  • Evaluate technology equipment requests and availability and authorization. Prepares proper documentation for deployments, redeployments and transfer information into Atrack.
  • Provide approval to ITCD Finance upon request that all associated items to the purchase have been received, tagged and entered into the fixed asset system Atrack. Provides a report from Atrack of the items associated with the purchase order/credit card has been entered into the fixed asset system.
  • Record the disposal of technology equipment from the approved Excess Property Declaration (EPD) according to the Maryland Department of General Services approved removal from the fixed asset records.
  • Reconcile the Atrack records by, investigating variances and correcting areas.
  • Provide bi-weekly status reports to the Director of Property/Facility Management
  • Attend bi-weekly scheduled one-on-one meetings with management to discuss various issues within the Property/Facility Management that’s includes the updating of IT fixed assets.
  • Provide the bi-weekly report to the DCIO, CNO and the Desktop Team Management relating to outstanding transfer documentation to the ITCD Property Management Unit.
  • Reconcile all outstanding documentation with the Desktop Team and Manager within 3) business days of deployment.
  • Verify the accuracy of the bi-weekly inventory conducted by the ITCD Property Management Receiving Team.
  • Request all approvals from management for cost adjustments, old acquisitions and new acquisitions not previously entered into the Atrack Fixed Asset System updates to be completed.
  • This information is to be provided to the Director at the end of each month to complete the monthly acquisition reconciliation.


Education: Completion of 60 credit hours at an accredited college or university.

Experience: None


1. Candidates may substitute one year of experience in administrative or professional work for the required education, at the rate of one year of experience for 30 credit hours, for up to 60 credit hours of the required education.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required education.


Experience completing transactions in the DPSCS fixed assets system Atrack.  

Experience auditing, inventorying, and reconciling fixed assets to the detail records.  

Experience with Microsoft Word, Excel, Access and Email.


This position is limited to permanent and contractual employees working for the Department of Public Safety & Correctional Services (DPSCS).


Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.


The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. Therefore, it is important that you provide complete and accurate information on your application. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.

Please make sure that you provide complete and accurate 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 the above closing date.



To submit your qualifying documents; the preferred method is to upload them using the "other" tab on the online application. However, if you’re unable to upload your documents, please fax requested information only to 410-585-0570 (providing a cover sheet with your contact information, recruitment name, recruitment number and the number of pages faxed). We will not consider information submitted after the closing date of this announcement.

Resumes will NOT be accepted in lieu of completing the online or paper application.

Online applications are STRONGLY recommended; if you do not have internet access, please mail your application by the closing date to:

HRSD-Recruitment & Examination

ATTN: J. Rolon

300 East Joppa Road, Suite 1107

Towson, MD 21286

For more information, please call 410-339-3695

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

TTY Users: call via Maryland Relay