What are the responsibilities and job description for the OFFICE SECRETARY II position at State of Maryland - DPSCS-Western Correctional Institution?
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, apply to join the DPSCS team today!
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
LOCATION OF POSITION
POSITION DUTIES
- Types letters, memos, and other documents for Case Management Supervisors, Housing Unit Managers, Assistant Warden and Warden (when Case Management staff prepares letters for Warden’s or Assistant Warden’s signature). This is completed on a personal computer utilizing Microsoft Word. Processes new incarcerated individuals base files received into the institution.
- Maintains assigned caseload of (confidential) inmate basefiles (approximately 380) which includes keeping in numerical filing order, daily filing, and typing daily progress sheet entries for the following actions: Authority moves, classification meetings, certificates, religious preference, adjustment tickets, educational scores, vocational information, request for probation status, request for final dispositions, request for PSI’s, request for state’s versions, parole commission summaries, name changes, inmate grievances, and other entries as requested.
- Answers individual telephone extensions, Case Management Specialists’ and Supervisors’ extensions, and other secretaries’ extensions (in case of absence). Screens and forwards outside calls to appropriate location/counselor, handles calls from relatives and/or friends and, if necessary, directs calls to the appropriate Case Management Specialist.
- Arranges attorney visits and special visits for inmates, and other visits (as requested by staff) over the phone, which includes typing, obtaining approval, and distributing institutional entry to various departments.
- Records classification boards daily which includes incarcerated individuals job assignments/ changes, reclassifications of security level, reassignments from general population to segregation.
- Performs secretarial duties in the absence of other departmental secretaries (Case Management Office Supervisor and Office Secretary III).
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Two 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
Ability to work in a Correctional facility.
one-year experience performing secretarial duties for a senior level administrator or executive.
one-year experience working with Microsoft Office Suite.
Experience coordinating and planning meetings and event.
Strong written and oral communication skills.
Ability to prioritize and multi-task effectively.
SPECIAL REQUIREMENTS
SELECTION PROCESS
EXAMINATION 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 the above closing date.
All persons who meet the minimum and selective qualification will be approved on the certification list and will be placed on the employment (eligible) list for at least one year.
BENEFITS
FURTHER INSTRUCTIONS
If you are submitting additional information, the preferred method is to upload it with your application. All uploaded additional information must be received by the closing date and time. If you are unable to upload, please email the requested information to oluwakemi.oyesile@maryland.gov referencing the recruitment number in the subject line. Only additional materials that are requested will be accepted for this recruitment.
Oluwakemi Oyesile
oluwakemi.oyesile@maryland.gov
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.
Salary : $43,537 - $68,667