ADMINISTRATIVE AIDE

This is a Position Specific Recruitment for the Department of Human Services (DHS), Baltimore City Department of Social Services.  

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Department of Human Services
Baltimore City Department of Social Services
Legal Services
1510 Guilford Avenue
Baltimore MD 21202

The main purpose of this position is to provide secretarial support to the Division Director, as well as, supervise the secretarial and clerical staff assigned to the Child In Need of Assistance (CINA) Unit within the Legal Services Division, to ensure that staff adhere to policies, procedures and regulations as it related to the operation of the Division.

Provides secretarial support to the Division Director, Deputy Director and CINA Manager by maintaining important confidential records.

Typing correspondence, statements from corrected copies, rough draft or oral instruction and reviewing for completeness and accuracy.

Provides general supervision to the secretarial and clerical staff of the CINA Unit by ensuring that legal pleadings and other assignments are completed accurately and within the Court;s time constraints; Supervision consists of assigning, reviewing and evaluating the work of staff.

Monitors work schedules, signing timesheets and approving leave requests of team members.

Provides coverage for, distributing work to, or delegating special assignments;training and/or coaching team members.

Establishing procedures and performance standards for staff members.

Monitoring, observing and documenting inappropriate or unprofessional conduct.

Making suggestions and recommendations regarding personnel disciplinary actions, assignments and overall improvements for the unit or office; and, assisting with recruitment, interview and hiring of employees.

Serves as the Office Manager by making reports, tracking and following up with the appropriate administrator in writing, via telephone or other procedures established regarding operations, facilities and building maintenance related issues. These issues include the following: reviews and approves the submission of all invoices by verifying that product/service have been rendered;

Arranges for the delivery and disposal of office equipment and furniture.

Prepares repair and modification work order for the telecommunications system; and coordinates internal office moves.

Manages and provides process oversight of the Divisions CINA, Temp/press relief (TPR) and Office of Administrative Hearings (OAH) active, retired, archived and purged legal case files, approximately, 30,000 files.

Enters, edits, validates, searches, retrieves and updates internal file tracking system using Excel software. Resolves file related discrepancies, such as incorrect file numbers.

Identifies multiple sibling groups; location of files, and consolidating multiple volume or duplicate files.

Please read the job announcement in its entirety before applying for this recruitment. Applicants must meet all minimum qualifications to be considered, and to appear on the list of people eligible for hire. 

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.

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. The ideal candidate will possess the following:

1.One year of experience working for the State of Maryland Government or a Governmental agency. 

2.One year of experience as a Lead worker or in a Supervisor capacity.

3.One year of experience organizing and maintaining legal/administrative files for multiple Attorneys.

4.One year of experience preparing, typing, and filing legal correspondences, documents, or pleadings procedures with the courts.

5.One year of experience as the administrative point of contact between executives and internal/external clients.

6.One year of experience using MD-CHESSIE software, Microsoft Office Suite Applications, or Google Suite Applications; such as, sheets, docs, mail, calendar, and voice.

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.

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 one year.

The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies. 

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.   

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

All information concerning your qualifications must be submitted by the closing date.  We will not consider information submitted after this date.

It is imperative to list all computer and software experience on your application pertaining to your job duties.

STATE OF MARYLAND BENEFITS

Online applications are STRONGLY preferred. 

If you are unable to apply online, please send your paper application and supplemental questionnaire (if applicable) to:

Department of Human Services

Examination Services

Unit Attention:  Moses Devaprakasam

311 W. Saratoga Street, First Floor

Baltimore, Maryland 21201

Or, fax requested information to: 410-333-0882; Email moses.devaprakasam@maryland.gov ; Voice 410-767-7416, toll-free: 1-800-332-6347.

Do not submit unsolicited documentation. The paper application must be received by 5 PM on the closing date for the recruitment.  TTY Users: call via Maryland Relay, 1-800-925-4434.

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.