MANAGEMENT ASSOCIATE

State of Maryland; Northern (KY); Hybrid; USD 48,000 - 62,000; Full time

Benefits offered by this job

Personal Leave

Annual Leave

Sick Leave

Parental Leave

Holidays

Pension

Job summary

State of Maryland’s Department of Public Safety and Correctional Services seeks an Administrative Assistant in Somerset County, at the Eastern Correctional Institution. You will support the East Region Maintenance Manager, organize design files, and manage procurement paperwork and contracts.

The role requires several years of secretarial experience, strong typing, and proficiency with MS Office. Benefits include substantial leave, pension, and a structured examination process for advancement.

Qualifications

• Education: High school graduate or GED.
• Five years of secretarial or clerical typing experience.
• Additional experience may substitute education on a year-for-year basis.
• Military service may substitute for required experience on a year-for-year basis.

Responsibilities

• Provide administrative support to the East Region Maintenance Manager and maintain design/construction files.
• Process contractor requisitions, invoices, and prepare contracts and specifications.
• Assemble PSPRB items, manage agenda, track finances, and draft BPW/PSPRB items.
• Prepare routine correspondence, meeting agendas, calendars, notices, and minutes.

Skills

Secretarial experience

Typing

Administrative support

MS Office

Education

High school diploma or GED

Tools

CMMS

Purchase orders

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,

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

13

LOCATION OF POSITION

Somerset County
Eastern Correctional Institution
30420 Revells Neck Rd.
Westover, MD 21890

POSITION DUTIES

• This position performs administrative and secretarial duties to support the East Region Maintenance Manager and to maintain the design and construction files.
• Processing of contractor requisitions and invoices and preparation of service contracts, construction contracts, Architectural/Engineering (A/E) contracts and construction contract modifications, technical specifications and routine typing and correspondence.
• Assembles Departmental Procurement Review Board (PSPRB) items, checks for proper back-up, prepares (PSPRB) Agenda, coordinates to include financial tracking and drafts items for consideration for both the weekly (PSPRB), and the Board of Public Works (BPW).
• Prepares routine correspondence and reports for the Assistant Director and prepares meeting agendas, maintains calendar, sends notices, and transcribes and distributes minutes of meetings.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Five years performing secretarial work or clerical work involving typing duties.

• Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• 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.
• Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration or Personnel Specialist classifications or Administrative, Clerical, or Office Services specialty codes in the Special Assistant or Secretarial fields of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• Experience utilizing Computerized Maintenance Management Systems (CMMS) or digital work order ticketing software to track, assign, dispatch, and close out facility repair requests.
• Experience processing purchase orders, tracking vendor invoices, serving as a point of contact for contractors, and maintaining inventory logs for tools, parts, or office supplies.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

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

• 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

FURTHER INSTRUCTIONS

We thank our Veterans for their service to our country.

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.