OFFICE SECRETARY II

The Department of Education, Division of Student, Family and School Support is recruiting for an Office Secretary II position.  This is a statewide recruitment and the resulting elgible list will be used to fill current and future vacancies throughout the State.  The list will be valid for one (1) year.  All persons interested in this position should apply at this time should apply to be placed on the elgibles list.  Applicants who have previously applied need to re-apply.

09

Maryland State Department of Education

200 East Baltimore Street

Baltimore, Maryland 21201

Provides secretarial support to assigned education program specialist and education program supervisors to facilitate the operation, maintenance, and supervision of federal and state funded programs.  Responsible for monitoring critical correspondence and projects to assure deadlines are met; typing correspondence, processing and tracking grants, reports and other documents using a typewriter or keyboard; assembling, compiling and summarizing data into a concise format and preparing reports; drafts correspondence; receives telephone calls and visitors and arrange for appointments and interviews; provides informatin to callers regards to laws, rules, regulations, operations, and procedures governing the agency's operation; obtains materials from a variety of sources to be sued for articles, reports and speeches; maintains important and confidential records, schedules, expense accounts and office supplies; reads reports and summarize information to facilitate the supervisor's review; types correspondence, tables and froms from corrected copy, rough draft or oral instructions; opens, sorts, reads and distributes incoming correspondence; proofreads outging correspondence and reviews for completeness and accuracy; prepares and maintains statistical numerical reports and records; develops special forms and summaries using a variety of rexcords in order to ensure complete and accurate information; may use word processing, data base, spreadsheet or desktop publishing computer software applications; performs other duties as assigned within the job specifications.

Prepares, processes, and maintains accurate records of Purchase Orders for bids if applicable, supplies, travel, Request for Proposals, expense accounts, and time sheets, and maintains accurate records to secure goods, service and facilitate implementation of programs and projects in accordance with Maryland State Department of Education procedures, protocols and federal/state requirements.  Develops a process to preserve and maintain historical files and up-to-date records on federal and state programs, general correspondence, program grants, and human resources to ensure availability and retrieval of information by using electronic and paper organization methods in accordance with MSDE/DOSSS guidelines.  Completes special request and other duties as assigned within the job specification.

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.

Professional experience in detailed administrative work (i.e., reviewing information and documents, drafting reports, data management system data entry such as entering, retrieving data from paper documents or reports).

Experience preparing, processing, and maintaining purchase orders for bids.

Experience developing processes to preserve and maintain files and up-to-date records for federal and state programs, general correspondence, program operations, program grants, and human resources to ensure availability and accuracy.

Experience planning meetings, workshops by planning registration, notifying participants, catering arrangements, and making facility and logistical and material arrangements.

Proficient in Microsoft Word Office (Excel, Word and Access).

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

Please make sure that you provide sufficient information on your application (and on separate pages, if necessary) to show that you meet the qualifications for this recruitment.  All information concerning your qualifications, including any required documentation (diploma, transcript, certificate, etc.) must be submitted by the closing date.  Information submitted after this date will not be considered.

Applications that meet minimum and/or preferred qualifications will be referred to the hiring unit for interview selection.  Units will select those candidates most closely demonstrating the qualifications for interview.  Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.  RESUMES ARE NOT ACCEPTABLE AND WILL NOT BE CONSIDERED IN THE EXAMINATION PROCESS.

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

STATE OF MARYLAND BENEFITS  

ONLINE applications are STRONGLY preferred.  If you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via fax, mail or deliver in person.  Please be sure to include your name and the recruitment number (15-001328-0008) on any documentation to ensure timely processing.

Completed applications may be mailed to:

MSDE Office of Human Resources 

Attn: LaShawnda Jacobs

200 West Baltimore Street

Baltimore, MD 21201

Fax to 410-333-8950

The MD State Application Form can be found online.

TTY  Users: call via Maryland Relay

We thank our Veterans for their service to our country, and encourage them to apply.

As an equal opportunity employer Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.