DOCUMENT SCANNING SPECIALIST ADMINISTRATIVE SPECIALIST III

State of Maryland; Maryland; On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Flexible hours

Health benefits

State pension

Job summary

Maryland Department of Labor, Licensing and Regulation is seeking an Administrative Support Specialist to handle on-site mail operations, document scanning into Salesforce, and mail/print distribution in the Central Services domain.

The role maintains fixed asset inventories, assists with purchasing, recruitment support, and serves as Safety Ambassador to ensure a secure, compliant office environment.

Qualifications

• High school diploma or GED required.
• Two years of administrative/clerical experience.
• Experience with mailroom operations and inventory management preferred.

Responsibilities

• Handle on-site mail operations and mail/print distribution.
• Scan documents into Salesforce for recordkeeping.
• Maintain inventory records for fixed assets and assist purchasing.
• Support hiring processes and onboarding activities.
• Act as Safety Ambassador and coordinate office safety tasks.
• Maintain office supplies and initiate repair requests.

Skills

Administrative support

Inventory management

Document handling

Communication

Education

High school diploma or GED

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. This position will provide administrative support and assistance to the Executive Associate II in the Central Services domain by handling daily on site mail operations, document scanning into Salesforce, and mail/print distribution. 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.

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

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes

• Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience.
• 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.

Veteran Eligibility

U.S. Military Veterans may qualify for additional bonus points towards certification. Any job offer will be contingent on the candidate providing a U.S. Military form DD 214 verifying honorable discharge from service prior to starting employment (and may be requested prior to interview). Permanent State employees do not need to submit proof of Veterans’ status.

SELECTION PROCESS

Please make sure that you provide enough 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. Unfortunately, we won't 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.

All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.), must be submitted and received by the closing date. Information submitted after this date will not be considered.

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. The examination for this recruitment will be an evaluation and rating of the information provided on your application. Therefore, it is essential that the application is filled out completely and accurately, listing all relevant education and experience, addressing the specific qualifications shown above and submitting any required documentation (diploma, transcript, certification, license, etc.). Please include clear, detailed and specific information on your application regarding experience qualifications related to the minimum qualifications, desired, and/or selective qualifications of the position.

• Please note that your answers on the supplemental questionnaire must correspond to the information provided on your application to receive credit.

Benefits

This is a full-time, permanent position and eligible for full State benefits, which include:

• 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

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.