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OFFICE SECRETARY III

Recruitment #24-001362-0033

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Introduction

Maryland Department of Labor is currently accepting applications from qualified candidates for our Office Secretary III position within the Division of Labor and Industry, MOSH Consultation Program.

GRADE

ASTD10

LOCATION OF POSITION

10946 Golden West Drive, Suite 160, Hunt Valley, MD 21031

Main Purpose of Job

This position provides secretarial support to the MOSH Consultation Program which provides free consultation services upon request to private sector small (< 250 employees) employers and public sector employers in the state of Maryland. Provide administrative assistance to MOSH Operations, MOSH Outreach and Maryland Public Information Act (MPIA) processes when needed.

POSITION DUTIES

This position provides secretarial support to the MOSH Consultation Program which provides free consultation services upon request to private sector small (<250 employees) employers and public sector employers in the state Maryland. Provide administrative assistance to MOSH Operations and Outreach and Maryland Public Information Act (MPIA) processes when needed.

Provides the first point of contact for the MOSH Consultation office by receiving telephone calls, visitors, sorts, matches to case files and distributes incoming mail and other correspondence to the appropriate staff members. Provides administrative assistance to the staff by typing letters, correspondence, charts, forms, manuals, standards, and other documents using a personal computer, scanner. Assembles signed written reports after checking for accuracy of corrections made by consultants (copies, inserts/verifies attachments and mails). Checks mathematical data on weekly timesheets, expense accounts and prepares them for submission. Also assists with proofreading cases, Data entry on the OIS systems, and any other duties as necessary.

Organizes and logs written reports into Google Drive and backs up that information on a portable hard drive. Assists the program manager and supervisor with operational details by compiling figures gathered from various resources, assists in creating, inputting, and maintaining a database of various statistical reports using software applications on computer (i.e., monthly report, budget tracker, supplies, purchases, inventory, publications and day-sheet log, and tracks consultant’s use of leave).

Provides secretarial/administrative support to various units within MOSH and/or management by assisting
with the coordination and administration of projects, and/or processes and with the preparation and control of
records, statistics, reports and documents, etc.

Assists with promotional outreach, encourages callers to request services and/or speak with consultants and also helps to provide customers with valuable resources (i.e., internet website links ,faxes request forms, etc.). Assists staff in gathering company information in efforts to create an ongoing database for future outreach purposes; assembles bi-weekly mass mailings by searching company names and contacts by internet search engines, and distributes promotional letters to businesses via email and USPS.

Ensures proper office equipment function by contacting, coordinating, and scheduling maintenance or repair with the IT department, DOIT services and others. Also ensure adequate office supplies are requested.

Provide administrative assistance to MOSH Operations and Outreach and Maryland Public Information Act (MPIA)processes when needed.

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

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 using Google Docs to share Excel spreadsheets and other documents, and Microsoft Office Suite, including Word, Excel and Power Point.

Experience performing administrative and secretarial duties including but not limited to drafting letters, data entry, maintaining confidential files, processing mail, receiving and assisting customers, etc.

Ability to speak and write fluent Spanish.

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.

All candidates are subject to a background check against files maintained by the Division of Unemployment Insurance (Labor/DUI) to determine whether any monies are owed to Labor/DUI as a result of unemployment insurance overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.

SELECTION PROCESS

Applicants must provide sufficient information on the application to show they meet the qualifications for this recruitment. *Resumes are not acceptable and not considered in the selection process*

All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.) must be submitted and received by the closing date. Information submitted after this date will not be considered. Applications that meet minimum and/or selective qualifications will be referred to the hiring unit for interview selection. Units will select those candidates most closely demonstrating the qualifications for interview.

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.

***Please note that your answers on the supplemental questionnaire must correspond to the information provided on your application to receive credit.

BENEFITS

FURTHER INSTRUCTIONS

U.S. Military Veterans may qualify for additional bonus points towards certification. Any job offer will be contingent on the candidate providing a U.S. Military form DD 214 verifying honorable discharge from service prior to starting employment (and may be requested prior to interview). Permanent State employees do not need to submit proof of Veterans’ status. 

If you are unable to apply online, or encounter difficulty attaching required or optional documentation, You may  submit via email to brianna.freeman1@maryland.gov.  Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION

Completed applications, required documentation, and any required addendums may be mailed to:

MDOL Office of Human Resources
Attn: Office Secretary III (#24-001362-0003)BF
1100 N. Eutaw Street, Rm. 100
Baltimore, MD 21201

The MD State Application Form can be found online

Maryland Department of Labor is an equal opportunity employer. It is the policy of MDOL that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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