OFFICE SECRETARY III

Maryland; Hagerstown (MD); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Maryland Department of Labor is seeking an Office Secretary III to provide secretarial and administrative services for the correctional education program at MCI-Hagerstown. The role ensures accurate records, reports, and smooth office operations in a state facility.

Responsibilities include maintaining confidential files, handling inquiries, updating student location data, and managing office supplies. Strong MS Office and typing skills with accuracy are essential for this position.

Qualifications

• High school diploma or equivalent required.
• Three years of secretarial or clerical experience involving typing duties.
• Substitutions may be allowed as described in the notes (education or military service credits).
• Background check may be required for employment.

Responsibilities

• Develop and maintain confidential student files, referrals, schedules and graduations.
• Receive calls and visitors, exercise discretion, convey messages to staff.
• Prepare daily student information on location changes and status, distribute mail.
• Collect, verify and maintain statistical data used in reports.
• Secure quotes, draft requisitions, and manage office supplies and related duties.

Skills

Microsoft Office

Google Workspace

Typing

Written & Verbal Communication

Multitasking

Education

High School Diploma or equivalent

Tools

School database

Spreadsheet software

Job description

Introduction

Maryland Department of Labor is currently accepting applications from qualified candidates for an Office Secretary III within the Division of Workforce Development and Adult Learning. As a member of team Labor, 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

ASTD10

LOCATION OF POSITION

Maryland Correctional Institute - Hagerstown (MCI-H)
18601 Roxbury Road
Hagerstown, MD 21746

Main Purpose of Job

To provide secretarial and administrative services for the correctional education program located at Maryland Correctional Institute of Hagerstown.

POSITION DUTIES

• Develop and maintain confidential files on student (including transfers), referrals, promotions, removals, records, schedules, and graduations. Update records on school database for monthly report accuracy. Enter, update, verify and retrieve data using computer data base or spreadsheet software applications.�
• Receives telephone calls and visitors, exercising good judgment, courtesy, tact., and discretion in handling information, answering routine inquires, and conveying messages to staff when required.�
• Prepare and disseminate daily student information on location changes and status as well as schedules; Opens, sorts, reads and distributes incoming correspondence.
• Collect, examine, verify and maintain statistical data used in reports
• Secure quotes, draft and type requisition forms, monthly reports, inventory office and school supplies and other material; Performs other related duties.�

MINIMUM QUALIFICATIONS

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Three years performing secretarial or clerical work involving typing duties.
• Notes:
• 1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• 2. 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.
• 3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• At least one year of experience using Microsoft Office and Google Workspace applications.
• At least one year of experience providing effective written and verbal communication in a professional setting.
• At least one year of experience managing multiple task, priorities, and deadlines simultaneously.
• At least one year of experience coordinating schedules, appointments, meetings, or related administrative activities.

SPECIAL REQUIREMENTS

Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

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.�

SELECTION PROCESS

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.

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.