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ADMINISTRATIVE AIDE (Maintenance Department)

Recruitment #23-002572-0026

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Introduction

This is a twelve month position in the Support Services Department of the Frederick Campus of the Maryland School for the Deaf.

The Maryland School for the Deaf (MSD) is a diverse, bilingual community who in partnership with families, provides an equitable and exemplary education in a nurturing, engaging, and challenging environment to ensure our students achieve personal excellence and become lifelong learners.  As such, we are looking for dedicated individuals who can join us to support the education of the children at MSD.

GRADE

ASTD11

LOCATION OF POSITION

MSD, Frederick Campus, 101 Clarke Place, Frederick, MD 21705

Main Purpose of Job

The main purpose of this position is to provide administrative support to the Support Services Department as well as assist with other agency department head needs as required. Type, prepare, and maintain accurate and current departmental records.

POSITION DUTIES

Draft, edit, and distribute departmental correspondence, emails, memos, meeting minutes, and project specifications.

Must be able to use excel spreadsheets, word or equivalent.

Maintain and submit time and leave for all Maintenance and Housekeeping staff in the Work Day program.

Receive visitors and arrange appointments. 

Reserve meeting space.

Generate and distribute menus, signs, and flyers to department staff.

Maintain campus life safety reports such as fire drills, fire alarm testing, generator testing, etc.

Maintain campus work order requests, building inspection forms.

Keep records of and maintain expense requisition and credit card statements for the Maintenance Supervisor and prepare a cardholder activity report for fiscal administrator at the end of each month.

Maintain all records for campus vehicles in the Fleet program including scheduling and reserving vehicles for school field trips.  At the end of each month submitting fleet mileage and fuel reports to Element vehicle management system program.

Records to include, but not limited to mileage logs, repairs needed or completed for each vehicle, scheduled maintenance care such as oil changes, maintain current, valid license plates, registrations, emission control inspections, and usage.

Prepare, maintain files, and records on State-owned vehicles.

Receive calls, texts, and emails for maintenance issues and special requests.

Prioritize those requests.

Assign work orders as requested by the Maintenance Chief or Housekeeping Supervisor.

Maintain status of work request forms and work order program.

Maintain schedule of project meetings, monthly contractor service calls, annual facility inspections, and school events.

Contact vendors to schedule routine service calls and emergency repairs.  Contact the auto service garage to schedule repairs and routine inspections on all state owned vehicles.

Issue parking permits to new hires and maintain a database on Frederick staff's personal vehicles.

Prepare and maintain all merchandise requisition orders.

Obtain quotes for merchandise or supplies.

Maintain a logbook of supply requisitions.

Generate Receiving Reports for materials or services received.

MINIMUM QUALIFICATIONS

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.

DESIRED OR PREFERRED QUALIFICATIONS

Must be willing to learn American Sign Language.

SPECIAL REQUIREMENTS

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.

New hires are subject to a criminal background investigation at their own expense.  (Maryland Code, Family Law Article 1, Sections 5-560-568)

Candidates will need to provide three letters of recommendation with their application.

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

The online application process is STRONGLY preferred.  If you are unable to apply online, you may submit via mail, e-mail, fax, or deliver in person before the closing date and time. Please include your name and recruitment number on any documentation to ensure timely processing.  Resumes will NOT be accepted in lieu of completing the online or paper application.  Additional or supplemental information must be submitted by the closing date and time. Application inquiries or supplemental information can be directed to the following:

Mailing Address: Maryland School for the Deaf Recruitment Department, P. O. Box 894, Columbia, MD 21044

E-mail: emily.hicks@msd.edu

Phone: 410-696-3031, TTY Users: call via Maryland Relay

Fax: 410-696-3084

Individuals from traditionally underserved and underrepresented groups are strongly encouraged to apply. Bilingual applicants 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.  We thank our Veterans for their service to our country, and encourage them to apply.



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