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 Institution for Women (MCI-W)
7934 Brock Bridge Road
Jessup, MD 20794
Main Purpose of Job
The primary purpose of the Office Secretary III is to serve as the central administrative hub of the school, ensuring seamless, accurate, and professional daily operations. This role is essential in managing critical student lifecycle data, including developing and maintaining comprehensive files on student transfers, referrals, promotions, removals, academic records, and graduations. By continuously updating the school database, the Office Secretary ensures the high level of accuracy required for critical monthly reporting. As the primary point of contact for the institution, the position demands exceptional professionalism, tact, and discretion. The Office Secretary efficiently receives visitors and handles incoming telephone calls, exercising sound judgment and courtesy to manage sensitive information, answer routine inquiries, and accurately convey messages to staff. Additionally, the role is responsible for the timely preparation and dissemination of daily information regarding student schedule adjustments, status updates, and location changes. Supporting the administrative leadership team is another core function of this role. The Office Secretary prepares, drafts, and reviews official correspondence for the final signature of the Principal or Teacher Supervisor, while maintaining the capability to compose and type important documents independently when required. Furthermore, the position oversees essential administrative workflows, which include collecting, examining, and verifying statistical data for reports, as well as managing requisition forms and monthly materials to support a well-organized school environment.
POSITION DUTIES
Duties of this position include but are not limited to:
- Develop and maintain files on student HSD/GED verifications, intake data, student registration, student transfers, referrals, promotions, removals, records, and graduations. Update records on school database for monthly report accuracy.
- Receive telephone calls and visitors, exercising good judgment, courtesy tact and discretion in handling information, answering routine inquiries, and conveying messages to staff when required.
- Prepare and disseminate daily student information on location changes and status as well as schedules.
- Prepare correspondence for the review and signature of the Principal/Teacher Supervisor, compose and type important correspondence when neccessary.
- Collect, examine, verify and maintain statistical data used in reports.
- Draft and type requisition forms, monthly reports, and other material.
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
Preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding your qualifications.
1. One (1) year of experience working with incarcerated individuals.
2. Three (3) years of experience using Microsoft Office programs. (Excel, Word, etc.)
3. Three (3) years of experience working in an office environment.
LICENSES, REGISTRATIONS AND CERTIFICATIONS
NOT APPLICABLE
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.
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.
Please note: A resume and cover letter are encouraged for this position. Please upload oneWord or PDF file that includes your combined cover letter and resume using the “Transcript”upload function, or via the JobAps “Other” tab. Note that the initial screening is based only on the information provided within the application.
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
STATE OF MARYLAND BENEFITS
FURTHER INSTRUCTIONS
The online application is STRONGLY preferred. However, if you are unable to apply online, or having difficulty with your login or password, please contact DBM's Helpdesk directly at (410) 767- 4850 (8:00 AM to 5:00 PM daily, except for holidays and weekends). After business hours, please submit an email request to Application.Help@maryland.gov.
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.
If you encounter difficulty attaching required or optional documentation, you may contact Brittany Small via email to brittany.small@maryland.gov. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.
PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION
Completed applications, required documentation, and any required addendums may be mailed to:
Maryland Department of Labor / Office of Administration
Attn: Brittany Small 26-001362-0020
100 S. Charles Street, 5th Floor
Baltimore, MD 21201
The MD State Application Form can be found online
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.
