Administrative Aide
Administrative Aide
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$ 44704 - 71108
1 Vacancy
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 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 12000 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
Allegany County
Western Correctional Institution (WCI)
13800 McMullen Hwy SW
Cumberland MD 21502
Main Purpose of Job
POSITION DUTIES
CorrectionalLitigationCoordinator:
Assistthe defense to inmate claims by accepting service of process on behalf of staffand implement the completion of litigations ensuring compliance of deadlinedates and DPSCS policies. DevelopAffidavits Declarations and Record Declarations from staff interviews; gatherrequested / required information from inmate basefile medical file andinstitutional logbooks DCDs IDs Post Orders etc. forwarding packet of informationto the AGs Office. Serve as the institutional liaison with the AttorneyGenerals Office attending Litigation Coordinators Meetings for the purposeof acquiring informational updates discussing the handling and results ofcases and problemsolving.
Administrative:
Theadministrative functions associated with the management of the institution inrelation to the process of standards compliance and the review and maintenanceof regulations is coordinated and monitored daily through the Wardensoffice. Assist w/the review of standardsresearching and locating information/reports utilizing the Annotated Code ofMD; COMAR; DCDs IDs etc. to ensure compliance for auditing purposes. This position supervises the secretarialstaff that supports these develop and implement new working procedures and forms toensure maximum efficiency and utilization of secretarial staff; revise andevaluate existing procedures; and instruct employees in their application.
Attendmeetings on the Wardens behalf taking notes for final submission to theWarden.
Consultw/administrative staff/department heads regarding staff/inmateinquiries/complaints/grievances administrative practices policies andinterpretation of information/data for final submission to Warden.
Assembleand analyze budgetary line item needs for presentation to the Warden.
Preparespreadsheets and organizational charts in Microsoft Excel/Word for statisticalpurposes. Coordinate with Warden thecompilation of information (writing organization and development ofmiscellaneous reports budget information staffing statistics securityorders etc.. Independently researchesinformation and materials to assemble and compile for final presentation toWarden relieving him of these duties.
Utilization of Internet access for researchpurposes.
Composecorrespondence of miscellaneous subject matter utilizing knowledge ofdepartmental programs policies DCDs IDs Post Orders etc.
Developmentof information to be entered into the inmate TV system for the purpose ofbroadcasting throughout the institution.
Actas intermediary for the Warden processing information in an effective andcourteous manner relieving Warden of unnecessary and timeconsumingcontact. Inmate inquiries are screenedfor content and handled or forwarded for handling by departmental staff.
InterpretDCDs IDs policies and decisions to others communicating orders andspecial instructions from Warden ensuring compliance of policies.
MaintainWardens schedule requiring a wide variety of contacts. Plan itinerary; prepare expense accountsoutofstate travel and training forms; arranging overnight accommodations airtravel/transportation for out of state seminars.
Developmeeting agendas and minutes (researching agenda items prior to submission toWarden) and complying with all DCD time frames.
Responsiblefor the budget condition and inventory of supplies equipment and furnitureassigned to the Wardens office suite.
Miscellaneous Duties:
Review incoming correspondence forcontent (highlighting timeframes) researching and attaching informationpertaining to subject matter prior to submission to Warden.
Organizeand maintain filing system ensuring quick retrieval confidentiality accuracyand conformance with regulations. Obtainmaterial from files for review research purposes for myself the Warden andother supervisors.
Reviewof daily newspapers for articles concerning WCI/DPSCS keeping HQs personnelapprised of media interested issues in
Maintaincontinually revised updated versions of DCDs IDs Post Orders EmergencyPlans Command Center Manuals Union MOU Security Operations CommitmentOBSCIS Executive Orders DCIBs IIBs COMAR and Annotated Code of Marylandreference sets noting changes and maintaining knowledge of said changes for applicationto daily job tasks. Distribute Advanceand Finalized copies of DCDs to all reference sets in addition to overseeingthe distribution to staff (by OS II in Personnel) as appropriate.
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Four years performing secretarial work or clerical work involving typing duties.
Notes:
1. Additional secretarial or clerical experience may be substituted on a yearforyear 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 noncommissioned officer in Administration classifications or Administrative Clerical or Office Services specialty codes in the Administrative Support field of work on a yearforyear basis for the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
Experience in maintain confidentiality with securitysensitive information.
Experience in customerservice to include handling difficult phone calls and following policy inregards to information disclosure.
Experienceusing Google Workspace (Docs Sheets Drive etc).
LIMITATIONS ON SELECTION
SPECIAL REQUIREMENTS
SELECTION PROCESS
EXAMINATION PROCESS
BENEFITS
As an employee of the State of Maryland you will have access to outstanding benefits including: health insurance dental and vision plans offered at a low cost.
CLICK ON THIS LINK FOR MORE DETAILS:STATE OF MARYLAND BENEFITS
Personal Leave new State employees are awarded six 6 personnel days annually (prorated based on start date)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
FURTHER INSTRUCTIONS
Online applications are highly recommended. However if you are unableto apply online the paper application and supplemental questionnaire maybe emailed to Paper application materials must be received in our office by the closing datefor the recruitment.
If you are submitting additional information the preferred method isto upload it with your application. All uploaded additional informationmust be received by the closing date and time. If you are unable to upload please email the requested information to the recruitment number in the subject line or fax to4104845928(providing a cover sheet with your contact information recruitment name recruitment number and the number of pages faxed). Onlyadditional materials that are requested will be accepted for thisrecruitment.
For questions regarding this recruitment please contact the Departmentof Public Safety and Correctional Services HRSDRecruitment Division.
Oluwakemi Oyesile
If you are having difficulties with submitting your onlineapplication please contact the DBM Recruitment and Examination Division or.
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 torecruiting retaining and promoting employees who are reflective of theStates diversity.
Employment Type
Full-Time
