ADMINISTRATIVE AIDE (Office Services Clerk)

State of Maryland; Baltimore (MD); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Dental & vision plans

Pension

Telework available

Paid time off

Job summary

The Maryland Department of Human Services is seeking an administrative support specialist for the Finance Office in Baltimore. You will support the Director of Finance and handle documentation, data entry, and reporting using Word, Excel, Gmail, and related tools.

Responsibilities include maintaining confidential records, handling fiscal transactions, and updating standard operating procedures across finance units, including payroll, accounts payable, and procurement.

Qualifications

• High school diploma or GED required.
• Four years of secretarial/clerical experience.
• Typing speed 40 wpm may be required.

Responsibilities

• Provide admin support to the Director of Finance and the Finance Office.
• Process documents using Word, Excel, Gmail, and the Internet to prepare reports and update data.
• Maintain confidential information including agency correspondence, foster care, and budget records.
• Handle telephone calls and visitors for fiscal transactions.
• Maintain current standard operating procedures for the finance office across multiple units.

Skills

Secretarial experience

Typing 40 wpm

Microsoft Word

Microsoft Excel

Gmail

Office equipment & records management

Education

High school diploma or GED

Tools

FMIS

Word

Excel

Job description

Introduction

�When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We do this by providing economic support, preventive services, and caring for children and adults.�We aim to deliver services so that we more quickly meet the needs of the people we serve. At DHS, we grapple with hard questions to find new ways to foster a culture of bold innovation. We do this to ensure that in Maryland, we leave no one behind.

GRADE

ASTD11

LOCATION OF POSITION

Baltimore City Department of Social Services�Finance Department�1910 N. Broadway�Baltimore, MD 21213

Main Purpose of Job

The incumbent is responsible for providing administrative support to the Director of Finance and the operations of the Finance Office.

POSITION DUTIES

Processes documentation using Microsoft Word, Excel, Gmail, and the Internet in order to prepare reports charts, graphs or other documentation and to enter update, verify and retrieve data using database or spreadsheet software applications. Maintains important, confidential information, including Agency correspondence, foster care, and budget records. Responsible for administrative duties, the development of solutions and alternatives to administrative problems and the resolution of administrative issues. Receives telephone calls and visitors for transaction fiscal activity. Maintaining current and up-to-date standard operation procedures for the finance office, which includes but is not limited to general finance operations payroll unit banking an accounting units accounts, payable, and collections unit Foster care unit budget unit and procurement unit.

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying. 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

Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications. One year of experience using Microsoft Office platforms such as Word, Excel, and Gmail to prepare reports, charts, graphs, or other documentation. One year of experience ordering supplies in Financial Management Information System (FMIS) and submitting orders to address daily operational issues. One year of experience maintaining a Director’s or Executive positions weekly schedule and organizing records and information from meetings.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE.

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.

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. If you are in State service and are a promotional candidate, your salary will be determined in accordance with State of Maryland guidelines.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You may be asked to complete a supplemental questionnaire. The supplemental questionnaire may be used as part of the rating process. Therefore, it is important that you provide complete and accurate information on your application. For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service is required prior to hire.

BENEFITS

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost.

• Personal Leave- new State employees are awarded six (6) personnel days annually (prorated based on start date).
• Annual Leave – ten (10) days of accumulated annual leave per year.
• Sick Leave – fifteen (15) days of accumulated sick leave per year.
• Parental Leave – up to sixty (60) days of paid parental leave upon the birth or adoption of a child.
• Holidays – State employees also celebrate at least twelve (12) holiday per year.
• Pension – State employees earn credits towards a retirement pension.
• Positions may be eligible for telework.

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.