ADMINISTRATIVE SPECIALIST I (Veterinary Laboratory Operations Coordinator)

Maryland; Salisbury (MD); Hybrid; USD 46,000 - 73,000; Full time

Job summary

The Maryland Department of Agriculture is seeking an Administrative Specialist I to support the Animal Health Laboratory operations in Salisbury. You will handle specimen accessioning, processing, shipping, and frontline client interactions, ensuring accuracy and compliance with SOPs.

Responsibilities include data entry into VADDS, records management, and coordination with the Quality Manager to maintain ISO/IEC 17025 standards.

Qualifications

• High school diploma or equivalent required.
• Six months of administrative or clerical experience.
• Substitutions allowed with college credit hours or equivalent experience.

Responsibilities

• Process and accession biological specimens and related paperwork.
• Enter data into the Laboratory Information Management System (VADDS) and maintain records.
• Coordinate with the Quality Manager on compliance and reporting per SOPs.

Skills

Administrative support

Data entry

Customer service

Education

High school diploma

Tools

VADDS

Job description

Introduction

The Maryland Department of Agriculture is a department under Maryland's Executive Branch. Formed in 1972 by the Maryland General Assembly to address the agriculture needs for the State of Maryland, the Department oversees and serves as a regulatory body for animal health, consumer services to include marketing and lab services, plant and pest management and resource conservation. As the number one industry in Maryland, the diversity of agriculture programs in the State continues to expand and grow. MDA's Vision Achieving excellence in programs and services that preserve and protect agricultural resources and the environment, promote profitable agriculture and consumer confidence, and enhance the quality of life for all Marylanders. MDA's Mission Providing leadership and support to agriculture and the citizens of Maryland by conducting regulatory, service, and educational activities that assure consumer confidence, protect the environment, and promote agriculture. The Animal Health Program prevents and controls infectious and contagious diseases in Maryland livestock and poultry with particular emphasis on those diseases that threaten public health, endanger food supplies or threaten the economic security of the animal industries. Join our Team and make a difference in preventing contagious and infectious disease in Maryland livestock. Office of Marketing, Consumer Services and Animal Industries

GRADE

10

This position offers a salary range of $46,279.00-$72,989.00/annually based on qualifications, agency authority, agency budget, pay equity, and hiring salary guidelines.

LOCATION OF POSITION

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 and out of state. This is a Continuity of Operations essential employee.

Main Purpose of Job

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.

POSITION DUTIES

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.

MINIMUM QUALIFICATIONS

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.

DESIRED OR PREFERRED QUALIFICATIONS

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.

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

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 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.

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

BARGAINING UNIT STATUS

G

BENEFITS

STATE OF MARYLAND BENEFITS