ADMINISTRATIVE SPECIALIST I

10

MAICS, Animal Health, Salisbury Animal Health Lab, 27722 Nanticoke Road, Salisbury, MD 21801

Employee may be required to work outside usual daytime hours and be available for on-call assignments.  The work can involve periodic emergency duty any time, night or day. Employee is designated as essential personnel under Maryland State Foreign Animal and Emergency Disease Response Plan.  Some weekend and evening duty may be required.  May involve occasional overnight travel in and out of state.  This is a Continuity of Operations essential employee.

As the Administrative Specialist I, this position serves primarily to support the Agency mission to prevent and control infectious diseases of livestock and poultry, and to assure consumer confidence by performing sample accessioning, receiving, processing and shipping in an Animal Health Laboratory setting.  A variety of animal specimens in various fields, such as bacteriology, serology, molecular biology, histology and necropsy will be handled, assessed, and processed on a daily basis per applicable standard operating procedure (SOP).  This position is considered an essential employee for continuity of operations purposes.

Processing & Distribution of Biological Specimens, Supplies, and Laboratory Results

Supports and participates in the Salisbury Animal Health Laboratory (SAHL) accreditation process, follows ISO/IEC 17025 requirements and Laboratory Quality Manual systems, including initiating Corrective & Preventive Action Reports and all required reporting and documentation in cooperation with the Quality Manager and Quality Assurance Officer. Performs biological work per associated technical, quality, regulatory, and safety procedures.Learns and maintains knowledge of universal precautions in handling potentially hazardous biologic and chemical materials. Observes infection control precautions in order to prevent contamination and the spread of disease. Uses protective equipment, follows universal precautions for biological pathogens, and maintains and follows laboratory chemical & disposal procedures. 

Learns and maintains knowledge of veterinary, medical, and chemical laboratory terminology, as well as biology applicable to Animal Health Laboratory practices in molecular biology, microbiology, serology, virology, and other applicable diagnostic fields. Learns and maintains knowledge of the basic theory and operation of common laboratory equipment and instrumentation. Greets and interviews clients, animal health officials, vendors, or other visitors at the laboratory, by phone or via email. Distributes supplies to agents of the state, veterinarians, poultry testing agents, MDA field veterinarians and federal veterinary medical officers upon request. Assures technically appropriate supply is provided and maintains accurate records of distribution.

Receives specimens submitted to the laboratory via in-person, drop off, or mail. Inspects and opens specimen packages using appropriate protective equipment. Distributes non-specimen mail to appropriate parties and checks in supplies per SOP. Reviews submissions paperwork for completion and interviews or contacts clients who submit samples to obtain all necessary information as needed. Receives payments for laboratory services or confirms billing information. Processes payments per laboratory and State guidelines. Cleans and disinfects samples, selecting a disinfectant and protective equipment appropriate to the task based on internal guidelines.

Identifies various sample types and associated sample containers. Conducts preliminary investigation of samples to ensure each sample is of sufficient volume and quality for the requested tests. Initiates sample rejection process per SOP. Enters data into the Laboratory Information Management System (VADDS) per applicable SOP. Labels biological specimens received with accession barcode labels and distributes specimens to the designated location in the required storage temperature for the corresponding sample type.

Proofs cases entered into VADDS, reviews data, and updates accessions as necessary. Works with clients to determine the technically appropriate subcontracted laboratory test(s) for those tests not provided in-house. If needed, contact subcontracted laboratories with technical questions to determine appropriate tests. Prepares associated paperwork. Packages and ships samples & paperwork per applicable Class 6.2 Infectious Substance or Exempt Animal Specimen guidelines; obtains and maintains required Federal training for packing and shipping.

Partners with Federal counterparts to organize and submit specimens for transmissible spongiform encephalopathy (TSE) testing. Communicates with the necropsy team to ensure appropriate samples are collected. Works with State counterparts to organize and submit specimens to the Maryland Department of Health for human exposure Rabies and Arbovirus testing. Cleans, disinfects, and properly stores or disposes of materials, supplies, biological specimens prior to leaving for the day. Maintains office in a clean, organized, and sanitary condition.

Monitors and records environmental & equipment conditions as required. Handles, contains, and disposes of hazardous chemical and biological waste per SOP. Receives laboratory test results for in-house and subcontracted testing. Analyzes test records & reports for completion and to assure requested test and sample type have been tested. Promptly informs the appropriate party of any problems or errors on laboratory records or test reports. Analyzes results to determine whether reportable diseases have been detected based on State & Federal reportable disease lists. Reports detection of these diseases per SOP prior to release to the client. Inputs subcontracted laboratory results into VADDS per SOP. Releases results to clients and State & Federal animal health officials. Maintains laboratory records per SOP and retention guidelines. Develops and updates work instructions & procedures for the front office per document control procedures.

Procurement & Fiscal

Participates in the bank deposit process per laboratory and Fiscal requirements. Proofreads accounts receivable source documents, ensures billable items are charged correctly and reports any discrepancies to the appropriate party. Receives invoices sent to the laboratory, verify charges are correct, and ensure associated cases are charged correctly. Forwards invoices to Headquarters for payment processing.

Prepares purchase orders, acquires price quotations and approvals, and places orders following laboratory and State requirements. Maintains records per SOP and retention guidelines. Receives incoming supply orders & verifies accuracy. Distributes supplies to appropriate lab sections. Manages backordered, missing, or incorrect items.

Maintains inventory for front office supplies, forms, federal supplies & reagents, and USPS postage stamps. Ensures in-date supplies are used efficiently and properly disposes of expired supplies per laboratory chemical disposal requirements. Contacts vendors to schedule appointments or to procure supplies. Assures appropriate services, reagents, or chemicals are obtained. When substitutions must be made, consult with the vendor & appropriate laboratory scientist to assure the substitution is suitable. Specific duties are undetermined until assignment.

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

Experience: Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.

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 experience..

Experience in providing customer service and handling hazardous biologic and chemical materials in a laboratory environment.

Experience in providing procurement, budget management, inventory, and fiscal administrative support in a laboratory environment.

Experience in entering and managing samples in a Laboratory Information Management System (LIMS).

Experience in performing basic sample preparation and laboratory techniques.

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.

Applicants who meet the minimum (and selective) 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.  Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.  The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

Please report on all related education, experience, dates, and hours of work. Clearly indicate your college degree, transcript, and major on your application, if applicable. 

For education obtained outside of the U.S., you will be required to provide proof of the equivalent American education as determined by a foreign credential evaluation service. If you possess a degree obtained outside of the United States, please submit a detailed, course-by-course evaluation report from one of the U.S. equivalences evaluating members identified at http://www.naces.org/members.html.  Any job offer will be contingent on the candidate providing an official 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.  Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.  

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 on all experience and education that is related to this position.

STATE OF MARYLAND BENEFITS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to: Maryland Department of Agriculture, Human Resource Office - Room 304, 50 Harry S. Truman Parkway, Annapolis, MD  21401. All paper applications must be received by 4:30 PM on the closing date, no exceptions. (Postmarks not accepted.) Resumes will NOT be accepted in lieu of completing the online or paper application.

It is important that all experiences be fully documented. Failure to ANSWER ALL SUPPLEMENTAL QUESTIONS SPECIFICALLY AND ACCURATELY may cause the candidate to be rejected.

PLEASE FILL OUT THE APPLICATION COMPLETELY.

➢ The application is part of the examination process. Your answers will determine your eligibility to participate in the next phase of the selection process.

➢ Clearly describe your qualifications in detail. Credit cannot be given for education, training, experience, knowledge, skills, and abilities that you fail to indicate.

➢ Do not leave any answer spaces blank; if a question does not apply, write "N/A".

➢ Although you may attach a resume to further describe your qualification, it does not substitute for completing the application form. An incomplete application form may result in disqualification. Do NOT write "see resume" in your work history or responses to supplemental questions.

➢ Failure to comply with these instructions may result in disqualification.

➢ Read the Job Announcement carefully for specific filing instructions, supplemental questions, and final filing dates. 

If you are submitting additional information, such as diplomas or transcripts, the preferred method is to upload them online with your application.  If you are unable to upload, you may mail, hand-deliver or fax (HR Fax # 443-602-9831).

For questions concerning this recruitment, please contact: Stacey Summers 410-841-5840 or mda.humanresources@maryland.gov.  TTY Users: call via Maryland Relay.

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.