Administrative Aide

State of Maryland • Carroll, MD

3d • Onsite

About The Position

This is a Management Service position, and serves at the pleasure of the Appointing Authority. 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. This position is responsible for providing direct assistance and customer service to internal and external clients at the MD Police and Correctional Training Commissions’ Public Safety Education and Training Center (PSETC). This position functions as a general Guest Services Specialist and has the responsibility of assisting the Guest Services Unit and other operational units with day-to-day support functions. Primary functions will be managed within the Guest Services Unit by performing reception desk functions, conducting security screening of visitors, preparing weekly activity schedules, generating work orders, conducting facility inspections and inventory and planning for upcoming special event needs through preparation of work orders and coordination of logistics between units.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Four years performing secretarial work or clerical work involving typing duties.
• Two years of professional experience providing face-to-face customer service as the first point of contact with a business in the fields of hospitality, education or government operations.
• Strong written and verbal communication skills and computer processing, including the use of Google and Microsoft Office Suite.
• Must be fluent in spoken and written English.
• Must effectively and respectfully communicate with diverse populations, providing services to individuals with different beliefs, behaviors, and interpersonal styles in confinement or community settings.

Nice To Haves

• Experience with conducting physical inventory and ordering supplies
• Experience printing and using print shop equipment, and the assembly of detailed manuals, programs or various hard copy training materials.
• Experience with Nitevision software or similar property management housing software
• Professional working fluency in Spanish, Mandarin, Korean, or any other language is a plus.

Responsibilities

• Provides face-to-face customer service to all guests and staff at the PSETC.
• Performs daily receptionist duties, responding to inquiries made in-person and via telephone or email.
• Provides administrative support to the Guest Services Administrator, including review of reservation requests for new guests and preparation of billing statements.
• Orders office and janitorial supplies to maintain operational inventory for the front desk, work rooms and other units as necessary.
• Inspects classrooms and residence hall rooms for occupancy
• Updates residence hall notebooks and other related informational documents for overnight guests.
• Produce PSETC signs and facility directions for distribution.
• Print and assemble a large volume of manuals and materials for training units.
• Assist with administrative functions related to overnight guest stay, including ordering supplies, printing labels and guest information, preparation of check-in packets.

Benefits

• health insurance
• dental
• vision plans
• six (6) personnel days annually
• ten (10) days of accumulated annual leave per year
• fifteen (15) days of accumulated sick leave per year
• up to sixty (60) days of paid parental leave upon the birth or adoption of a child
• at least twelve (12) holidays per year
• State pension

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED