Introduction
GRADE
ASTD10
LOCATION OF POSITION
DJS- Lower Eastern
Shore Children's Center
405 W Naylor Mill Rd
Main Purpose of Job
Join Us in Making a Difference at DJS!
The Maryland Department of Juvenile Services (DJS) is dedicated to transforming young lives, creating safer communities, and fostering equitable systems. We are seeking passionate individuals for our Office Secretary III role, so join our team and make a meaningful impact on youth and the community at DJS!
The main purpose of this position is to provide comprehensive clerical, administrative, and student records management support to the Juvenile Services Education Program (JSEP). Responsible for obtaining, maintaining, auditing, and safeguarding student educational records in compliance with federal, state, and local laws, regulations, and policies. Supports school administrators, counselors, teachers, students, families, and sending local education agencies (LEAs) by ensuring the accuracy, integrity, confidentiality, and timely processing of student information and educational records.
JSEP is committed to providing holistic learning experiences that promote student wellness, academic achievement, successful transitions, and college and career readiness. In support of this mission, the Records Clerk contributes to continuous improvement efforts by maintaining high quality student records, supporting data accuracy, embracing organizational change, and providing responsive customer service to internal and external stakeholders. This position requires adaptability, professionalism, collaboration, and the effective use of technology to support evolving educational practices and student success.
The core framework of adaptive leadership in JSEP focuses on 4 key areas and the role requires one to demonstrate competency in:
Mobilizing Action: Moving beyond just having a vision, it involves guiding teams to act on, and solve, complex, systemic problems together.
Adaptive vs. Technical Challenges: Differentiating between technical problems (solvable by experts) and adaptive challenges, which require collective learning, changing, and new ways of working.
Strategic Situational Awareness: Demonstrating strong interpersonal skills through personal introspection, collaboration, collegiality and adaptability to change.
Balancing Continuity and Change: Demonstrating a commitment to the values and norms of the organization.
The core framework for the brain science of learning in JSEP is defined as: developing the enabling conditions for maximizing adult and student learning through holistic approaches that are grounded in the principles of cognitive psychology.
Some key responsibilities of this position may include, but not be limited, to the following:
• Request, obtains, and tracks official educational records for newly enrolled students through written correspondence, secure electronic transmission, telephone, email, fax, and other approved communication methods with Local Education Agencies (LEAs), the Department of Juvenile Services (DJS), nonpublic schools, correctional education programs, and other authorized agencies in accordance with JSEP policies, FERPA, COMAR, and the Maryland State Records Manual.
• Request in writing, by phone, email, and fax the educational records for newly assigned students to your school from the Local School Systems (LSS), Department of Juvenile Services (DJS), other agencies and/or pupil services personnel per JSES policies and procedures.
• Monitors outstanding records requests and conducts timely follow-up with sending schools and agencies to ensure prompt receipt of complete educational records and minimize interruptions to student educational services.
MINIMUM QUALIFICATIONS
Education:
Graduation from an accredited high school or possession of a high school
equivalency certificate.
Experience: Three 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
The preferred candidate for
this position may possess any of the following qualifications:
· At least one year experience
performing secretarial duties for a senior level administrator or executive.
· At least one year experience
working with Microsoft Office Suite.
· Experience coordinating and
planning meetings and events.
· Strong written and oral
communication skills.
· Ability to prioritize and
multi-task effectively.
· Strong time management,
priority setting, and problem-solving skills.
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
Please ensure that your completed application includes
sufficient information to demonstrate that you meet the qualifications for this
recruitment. All documentation related to your qualifications must be submitted
by the closing date; information received after this date will not be
considered. Candidates who meet the qualifications will remain on the certified
eligible list for a period of one (1) year. This list may also be used to fill
similar positions within this classification in the future.
EXAMINATION PROCESS
The
assessment will involve a rating of your application based on your education,
training, and/or experience as it relates to the position's
requirements.
Therefore, it is
essential that you provide complete and accurate information on your
application. Incomplete applications will not be accepted. Please
report all relevant experience and education.
For education obtained outside the U.S., you will be
required to provide proof of equivalent American education, as determined by a
Foreign Credential Evaluation Service, at the time of hire. Please complete the
supplemental questionnaire, if applicable. They will be used when rating
applications. Please note that your answers on the supplemental questionnaire
must correspond to the information provided on your completed application to
receive credit. Missing or incomplete supplemental questionnaires may impact
the overall rating of your completed application.
If
you are a Veteran applying for this position, please submit your DD 214 Long
Form with your completed application to receive proper credit.
BENEFITS
FURTHER INSTRUCTIONS
The online application process is STRONGLY recommended. However,
if you are unable to apply online, you may submit a completed paper application
and supplemental questionnaire responses via email or fax to the addresses
provided below. If using fax or regular mail, ensure each page includes your
First and Last Name, the Recruitment Number (located at the top of the
posting), and the last four digits of your SS#. Paper application materials
must be received by 5:00 PM on the closing date for the recruitment.
Applications received after this time, or those with incorrect forms, will not
be accepted. Postmarks will not be considered.
Maryland Department of
Juvenile Services
OHR-Recruitment &
Examination Unit
217 E. Redwood Street
Baltimore, MD 21202
Attn: Nicole Jones, Recruitment # 26-001362-0014
Fax number
410-333-4188
TTY Users: call via
Maryland Relay
If you are having difficulty with your user account or have
general questions about the online application system, please contact the
Maryland Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov. Should additional information regarding this
recruitment be required, please contact the Maryland Department of Juvenile
Services, Recruitment and Examination Unit at djs.careers@maryland.gov. Include the Recruitment Title/Number that is
located at the top of the bulletin.
As an equal opportunity employer, Maryland is committed to
recruiting, retaining, and promoting employees who are reflective of the
State’s diversity.
DJS values the experience gained by Veterans while serving our
country. Veterans are welcome to apply for all current recruitments.
Bilingual applicants and people with disabilities are welcome to
apply for all recruitments.
Candidates with lived experience relating to the
criminal/juvenile legal system are encouraged to apply.
We welcome experienced professionals transitioning from federal
service to explore rewarding career opportunities.
