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OFFICE SECRETARY II

Recruitment #18-001328-0005

Introduction

 

This recruitment will be used to fill various permanent and contractual positions statewide throughout the Department of Public Safety and Correctional Services. Please be sure to indicate on your application the City and/or County you are willing to accept employment.

The resulting eligibility list will be used for at least one year.

GRADE

09

LOCATION OF POSITION

Several positions are located throughout the State of Maryland. Therefore, the resulting eligible list will be used to fill current and future vacancies. When completing the application, please select all locations in which you are willing to work.

Main Purpose of Job

The main purpose of this job is to provide secretarial services to an operational field.

POSITION DUTIES

Answers phones, screen calls, leaves appropriate messages for agents and supervisors, schedules appoints, answer general questions regarding state employment, and determines the degree of information allowed in relationship to the confidentiality laws of the state.  

Uses standard word processing and peripheral equipment to produce correspondence, reports tables, etc. from rough drafts or corrected copies and edits grammar, punctuation and spelling.

Distributes finalized documents after supervisory review. Assembles and completes a variety of reports, posts information to records and logs and maintains established files in a variety of formats including electronic file and data bases.

Inputs accurate and complete data in OBSCIS II informational system in order to open offender cases in a timely fashion.

Maintains important and confidential files, mailing lists, general files, and opened and closed case files.

Generates official case files by accurately compiling all requisite forms and documents so that agents can initiate community supervision.

MINIMUM QUALIFICATIONS

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

Experience: Two 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 preference will be given to applicants that possess the following preferred qualification(s). Include clear and specific information on your application regarding the qualifications.

 

  • Proficiency with Microsoft Office products.
  • Experience handling confidential files and correspondence.
  • Experience creating letters and memos for supervisory review and signature.
  • Experience handling customer service inquiries.

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

Applicants who meet the minimum qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work.  if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).

Complete applications must be submitted by the closing date. Information submitted after this date will not be added.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov. Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.

EXAMINATION PROCESS

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.

BARGAINING UNIT STATUS

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.

BENEFITS

FURTHER INSTRUCTIONS

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.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.

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: Thomasine Johnson

6776 Reisterstown Road, Suite 309

Baltimore, MD 21215

For more information, please call 410-585-3060 or email thomasine.johnson@maryland.gov.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.