ADMINISTRATIVE OFFICER III

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

Benefits offered by this job

Health insurance

Dental plan

Vision plan

Paid time off

Pension plan

Job summary

The Maryland Department of Public Safety and Correctional Services (DPSCS) invites applications for an Administrative Assistant within the Education Services unit. The successful candidate will support the Director of Education Services, manage calendars for the education staff, and help prepare data-driven reports and correspondence.

Responsibilities include handling calls, mail, and confidential records while coordinating meetings and maintaining essential files.

Qualifications

• Requires high school diploma or GED; 3 years of administrative experience preferred.
• Substitutions: college credit hours or Bachelor's degree acceptable for experience.
• Military service acceptable as substitute for experience.

Responsibilities

• Provide administrative support to the Director of Education Services.
• Manage calendars for education staff and prepare meetings and materials.
• Prepare and draft correspondence and responses for signature; maintain unit records.
• Compile data for reports including Education Statistics and monthly education report.
• Handle incoming calls, mail, and communications; maintain confidential files.

Skills

Administrative support

Calendar management

Data collection

Written communication

Interpersonal skills

Education

High school diploma or GED

Bachelor's degree (preferred)

Tools

MS Office

MS Word

Excel

Outlook

Job description

Introduction

If you are looking for an exciting career with great benefits, pension, generous leave, competitive salary, and the opportunity for advancement and professional growth, apply to join the DPSCS team today! The Department of Public Safety and Correctional Services (DPSCS) is seeking dedicated candidates to fill important roles within our department. We are one of the largest departments in Maryland with nearly 12,000 employees and a budget of more than $1 billion. In order to fulfill our mission of promoting safety, we have increased security at our institutions while leading the way in innovative restorative justice projects that will help offenders reintegrate into society upon release. As a member of the DPSCS team, you can have a fulfilling career, while also enjoying a wide range of benefits such as medical and dental coverage, paid time off (i.e. vacation, sick leave), becoming vested in the State pension, supplemental retirement options, and even joining the Maryland State Employees Credit Union.

GRADE

STD0015

LOCATION OF POSITION

RPOC 6776 Reisterstown Road Baltimore, MD 21215

Main Purpose of Job

This position serves as administrative and secretarial support for the Director of Education Services. As such, the incumbent is responsible for the efficient operation of this office; receiving and directing phone calls and visitors, maintaining the calendars for various staff under the education department, developing and maintaining forms and spreadsheets to be utilized in the collection of data; obtaining and tracking data for education staff, respective reports, drafting correspondence and responses for signature, intermediary for the supervisor maintaining frequent contacts with public and private executives, professional staff and other officials and maintaining unit records.

POSITION DUTIES

Data & Support

Interprets administrative decisions and policies to staff and transmits instructions with the authority of the supervisor; acts as an intermediary for the supervisor maintaining frequent contacts with public and private executives, professional staff and other officials; relieves the supervisor of operational details by collecting, assembling, compiling and summarizing data into a concise form and preparing reports, include data related to Education Statistics and compile data for the monthly education report to include enrollment, capacity, GED results, vacancies, and program analysis.

Administrative Duties

Receives telephone calls and visitors; redirects callers to appropriate unit or provide information that may require knowledge of various units' functions and interpretation of various agency directives; opens and reviews incoming mail for educational staff; disseminates mail to appropriate staff for action; compose and/or prepare responses or disseminates to proper staff person for action; document all external contacts and track items waiting for response; maintain important and confidential records for the designated unit offices, to include internal department files, general correspondence, meeting minutes in addition to any other pertinent data/files that deemed essential.

Financial Reports

Prepares requisitions for supplies, equipment and materials for the Edu.department. Tracks status of outstanding requisitions and conducts follow-up. Responsible for maintaining data and invoices for the DPSCS Education Budget and Federal/State Grant Funding.

Travel Management

Maintain calendars for the Director of Education Services and the education staff; schedule meetings prepare agenda and materials for staff meetings. Prepare travel, mileage and reimbursement forms.

MINIMUM QUALIFICATIONS

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Three years of administrative staff or professional work.

Notes:

• Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience.
• Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• Experience completing state and/or federal grant applications and implementing grant activities.
• Experience working within the field of education, and specifically, education in a correctional setting.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

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.

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.

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.

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) holidays per year
• Pension - State employees earn credit towards a retirement pension

Please be advised that these benefits apply to state regular positions. Contractual benefits will reflect differently.

People with disabilities and bilingual candidates are encouraged to apply.

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