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ADMINISTRATIVE SPECIALIST I

Recruitment #21-001755-0013

Introduction

This position is limited to current contractual and permanent Maryland Department of Public Safety and Correctional Services (DPSCS) employees only.

GRADE

10

LOCATION OF POSITION

Baltimore City

6776 Reisterstown Road, Suite 211

Baltimore, MD 21215

POSITION DUTIES

This position’s primary responsibility is to support the digitization effort to convert paper documents to images, performing quality control of images and indexing various fields pulled from the scanned documents. In addition, supports records management functions throughout the agency.

Provide overall administrative and technical support with the review and preparation of files and documents to include but not limited to: arranging documents for initial scan, identifying unreadable documents, removing duplicate copies, removing staples, clipping multipage documents, and provide feedback regarding scanning status and or equipment, in accordance with federal and state law/regulations and best practices enacted by the Maryland State Archives.

Conduct routine scan audits to ensure all scanned documents meet the quality standards set forth by Maryland State Archives and DPSCS procedural manuals. The incumbent has been trained to identify the types of documents handled by the Records Management Unit. These files include personnel folders, which may contain personal identifiable information, recruitment and interview documentation, employment and background investigations, finance and payroll documentation, performance evaluations, disciplinary documentation, appeal/grievance documentation, and memorandums of understanding (MOUs). The incumbent has been trained to handle these documents in accordance with the DPSCS Custodial Records Regulations to ensure compliance, proper care, and confidentiality of records.

Analyze error spreadsheet. Develop charts and reports to provide recommendations for reduction of scanned document errors. 

Provide assistance with the records inventory: boxing of records, transportation of boxed records, and disposal of unnecessary records, in accordance with DPSCS Retention Policy Guidelines and Maryland State Archives. Other duties as assigned.

MINIMUM QUALIFICATIONS

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

Experience: None

Notes:  

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.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.

Experience reviewing and preparing files and documents to be scanned.

Experience reviewing spreadsheets and developing reports.

LIMITATIONS ON SELECTION

This position is limited to current contractual and permanent Maryland Department of Public Safety and Correctional Services (DPSCS) employees only.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

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.

SELECTION 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 eligible (employment) list for at least one year.

EXAMINATION PROCESS

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.

BENEFITS

FURTHER INSTRUCTIONS

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 410-484-5929. Paper application materials must be received in our office by the closing date for the recruitment.

T.Massey

410-339-3525

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 410-484-5929 (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 410-339-4200, 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.