ADMINISTRATIVE SPECIALIST III

This is an INTERNAL RECRUITMENT FOR MARYLAND STATE POLICE EMPLOYEES ONLY (Permanent, Contractual, Temporary).

It is important that all experience 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.

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Department of Maryland State Police

56 - Westminster Barrack

1100 Baltimore Blvd.

Westminster, MD 21157

The purpose of this position is to provide administrative/clerical support to the Command Staff of this installation, to include the Central Region Troop Commander. This position is responsible for all aspects of administrative secretarial duties, i.e., typing and composing correspondence, handling of confidential reports, processing bills/invoices for payment, processing checks/money orders for bank deposit, and maintaining administrative and personnel files. These functions are accomplished per guidelines of the Rules and Regulations of this Department and application of same to the successful accomplishment of the Barrack Goals and Department's Mission.

Types and composes correspondence for Command Staff and Central Region Troop Commander, such as replies to letters of appreciation and commendations, routing slips, written requests for information and letters of recommendation, detailed reports, internal investigations of personnel etc. 

Maintains Barrack and Troop files and updated information on a daily basis; keeps the files organized, purges files in accordance with the guidelines set forth in the Agency Administrative Manual, Chapter 8, Section II. 

Maintains the highly confidential and sensitive auxiliary personnel files for both sworn and civilian personnel. This includes the sorting and filing of training certificates, awards, job observation reports, performance appraisals, letters of recognition/commendation, and/or complaint and personnel orders. Also takes care of receiving and forwarding personnel files for newly arriving troopers and those that are transferring or retiring. Approves, copies, disseminate/forwards billing invoices for payment by Finance Division. 

Maintains a check accountability log for bank deposits of checks and/or money orders for copies of accident reports; forwarding receipts as appropriate to Finance Division. 

Opens, sorts and appropriately disseminates all incoming departmental and U.S. mail addressed to the barrack.

Maintains and records all working fund expenditures and prepares the Working Fund Summary for the Barrack Commander's signature for forwarding to Finance Division for reimbursement. 

Prepares transmittal for traffic citations for forwarding to Traffic Processing Center, Annapolis, MD. 

Processes accident reports and responds to incoming telephone calls on barrack hotline reference information pertaining to same reports. Answers phones; forwards calls to appropriate personnel, provides information to callers in accordance with Department policies and procedures. 

Effects and follows up on maintenance service and repair to all barrack office equipment as provided for in-service contracts. 

Provides input at barrack level meetings reference ideas and/or suggestions for improving the daily operations of the barrack and to address issues concerning the civilian clerical personnel. 

Releases and provides information to the public to the extent that such information is reasonably necessary or useful to other law enforcement agencies and citizens while preserving and protecting confidential information or the circumstances of a pending court case. 

Receives and forwards all personnel, medical, work and leave, court dockets, firearms qualifications, etc. for personnel transferring in and out of this installation. 

Transcribes from Dictaphone/DVD, interviews/statements of witnesses, suspects, interviews concerning Internal Affairs investigations, etc. for Command Staff. 

Responsible for routing paperwork and reports to individuals and divisions of the Department as prescribed by the Department policy. Files attachments associated with all types of reports listed; DUI, IR, accidents. 

Coordinates the dissemination of DUI's, traffic related IR's, ETIX to the Carroll County State's Attorney's Office and support staff. interview applicants and speak with callers and visitors reference civilian positions and procedures to be followed. 

Assists the Barrack Supply Officer with typing requisitions and maintaining adequate supplies. 

Attends barrack staff meetings and records minutes, transcribes and distributes minutes to all personnel. 

Supervises Office Secretary Ill position assigned to CED section and completes PEP evaluation when due. 

In the absence of the Office Secretary III, I assume all duties assigned to that position.

Other duties as assigned. 

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

Experience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work. 

Notes:

1. Candidates may substitute 30 college credit hours from an accredited college or university for each year of 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.

Preference will be given to applicants who possess the following preferred qualifications. It is important that you include clear and specific information on your application regarding your qualifications.

Preferred Qualifications:

1. Experience with Google Applications, specifically Google Docs, Sheets and Slides.

2. Experience with Microsoft products such as word, Excel and PowerPoint.

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.

Only candidates who meet the minimum qualifications will be considered for this classification.  Therefore, it is essential that you provide complete and accurate information on your application. Successful candidates will be place on the Eligible List categorized as BEST QUALIFIED, BETTER QUALIFIED OR QUALIFIED and remain eligible for consideration for at least one year from the date of examination. The list will be used by the hiring manager to select employees.

The examination will consist of a rating of your education, training and experience related to the requirements of the position. You may be required to complete a qualifications supplement, or the rating may be based on your application. Report all experience and education that is related to this position. Applicants may be given a physical examination and will be subject to an interview, background investigation, polygraph examination and substance abuse testing.

STATE OF MARYLAND BENEFITS

NOTE: Currently, applicants are limited to uploading one file. As a result, it is strongly urged that those applying upload ALL required and additional documents (undergraduate and graduate transcripts, resumes, etc.) as one file. If you are unable to apply online, you may submit an application via mail. The Maryland State Application Form can be found online.

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

Maryland State Police

Human Resources Division

1201 Reisterstown Road

Pikesville, MD 21208

ATTN: Kirsten M. Clouse

Kirstenm.clouse@maryland.gov

*If you have any questions about this recruitment, please contact the Maryland State Police at 410-653-4349.

*TTY Users: call via Maryland Relay.

*We thank our Veterans for their service to our country and encourage them to apply.

*As an equal opportunity employer, Maryland is committed to recruiting, retaining, and promoting employees who are reflective of the State’s diversity.

*Bilingual applicants are encouraged to apply.

It is the policy of the Maryland State Police to comply with all applicable federal and state laws prohibiting employment discrimination and to provide equal employment opportunity to all employees and applicants for employment without regard to age, ancestry, color, gender, identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, belief or opinion, sex, sexual orientation or any other protected status.