DOCUMENT SCANNING SPECIALIST (ADMINISTRATIVE SPECIALIST III)

State of Maryland; Baltimore, Northern (MD, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Flexible hours and hybrid teleworking

Paid holidays 12-13 per year

Generous paid leave package

Job summary

Maryland Department of Labor, Licensing and Regulation is seeking an Administrative Support position to handle on-site mail operations, scanning documents into Salesforce, and mail/print distribution. The role also maintains fixed asset inventories, executes purchasing tasks, and liaises with procurement.

The candidate will manage equipment logistics, assist human capital with hiring activities, and serve as Safety Ambassador for FAMLI.

Qualifications

• High school diploma or equivalent.
• Two years of administrative/clerical experience required.
• Candidates may substitute 30 college credits for each year of experience.
• Military service as an NCO with staff work may substitute for experience.

Responsibilities

• Manage on-site mail operations and document scanning in Salesforce.
• Inventory records for fixed assets; process purchasing and requisitions.
• Coordinate equipment logistics and assist with hiring activities.
• Act as Safety Ambassador and support office evacuation and safety tasks.
• Handle general office coordination and ensure supplies and repairs are addressed.

Skills

Administrative experience

Clerical skills

Database management

Record keeping

Mail processing

Inventory handling

Safety awareness

Education

High School Diploma

Tools

Salesforce

Job description

Introduction

Maryland’s Family and Medical Leave Insurance (FAMLI) program makes sure all workers in Maryland have paid time off for medical and family reasons. FAMLI is a social insurance system covering 2.6 million workers and 180,000 employers, delivered as a digitally native, public-facing service. We’re in the early stages of building something as big and as far-reaching as unemployment insurance or a new health department. We know that delivering services primarily through a website, over the Internet, is a new way of doing business in government.

GRADE

STD0012

LOCATION OF POSITION

100 S. Charles Street
Baltimore, Maryland 21201

Main Purpose of Job

The main purpose of this position is to provide administrative support and assistance to the Executive Associate II by handling daily on site mail operations, document scanning into Salesforce, and mail/print distribution. This role also serves as an Accountable Officer and maintains inventory records for fixed assets, executes purchasing tasks, submits requisitions, works with procurement to process orders, manages forms and signatures, adheres to record retention policies and other procedures necessary to ensure efficient day to day operations. Additionally, this role manages equipment logistics, tracks on-site inventory, serves as a Safety Ambassador for FAMLI, submits work orders, assists human capital with hiring or interview activities and assists with other tasks as needed.

POSITION DUTIES

• Physical Mail Coordination: Responsible for mailroom activities, including distribution, scanning documents into Salesforce, adhere to records retention policies by facilitating proper storage and disposal, and coordinating small batches of mail as needed – including printing, postage, stuffing and delivery to central mailroom.
• Equipment Inventory Administration: Manage equipment logistics, track on-site inventory, execute purchasing tasks, submit requisitions, work with procurement to process orders, and manage forms and signatures. Serve as an Accountable Officer and maintain inventory records for fixed assets. Conduct inventory assessments as required. Report missing or stolen inventory. Take steps to retrieve equipment from offboarding employees, including referral to CCU as appropriate.
• Human Capital Assistance: Assist human capital with hiring or interview activities as needed, onboarding/offboarding employee equipment.
• Other Office Coordination and Responsibilities: Serve as a Safety Ambassador by providing coordination assistance with evacuation, crowd control, and ensure safety at assembly areas. Direct evacuees to rally point, assist with Evac chair + 500H operations, relocate individuals to refuge areas/vestibules, ensure safety chair is in proper working order. Attend mandatory Safety Ambassador meetings. Submit work orders as needed, proactively maintain office supplies and initiate repair requests for the work environment.
• Other related duties, as necessary.

MINIMUM QUALIFICATIONS

• 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.

DESIRED OR PREFERRED QUALIFICATIONS

• Physical capability to safely lift, carry, lower up to 50 pounds of equipment. Including heavy mail bins and bulk shipments safely.
• 1 year of inventory management experience.
• Experience processing incoming mail and packages.
• Experience in database management and record keeping.
• Experience using electronic tracking systems.

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.

SPECIAL REQUIREMENTS

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.

BENEFITS

• Flexible hours and hybrid teleworking
• Paid holidays 12-13 per year
• Generous paid leave package (annual, sick, personal and compensatory leave)
• State Pension ('defined benefit' plan)
• Tax-deferred supplemental retirement savings plans (401(k) and 457)
• Comprehensive, subsidized health, dental and prescription plans with little to no deductibles, free generic prescriptions, and free preventative health services
• Flexible Spending Account plans for Health Care and Daycare
• State Employees Credit Union

Equal Employment Opportunity Statement

Maryland Department of Labor, Licensing and Regulation is an equal opportunity employer. It is the policy of MD Labor 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.