Administrative Aide

State of Maryland•Washington County, MD

41d•Onsite

About The Position

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 ASTD11 LOCATION OF POSITION Washington County Roxbury Correctional Institution 18701 Roxbury Road Hagerstown, MD 21746 This position is located inside of a correctional facility. This position ensures that the Office of the Warden is managed to the utmost performance and efficiency by providing very specialized, complex and administrative secretarial services to the Warden and other Administrative officials at Roxbury Correctional Institution. This position independently handles and takes care of a considerable amount of issues that comes in to the Warden’s office herself, which allows the Warden to act upon other managerial issues. Acts as Litigation Coordinator for Roxbury Correctional Institution. This position involves a great deal of research/investigation into the allegations that an inmate claims in a Civil Action Lawsuit. This position plays a very critical role in assisting the Attorney General’s Office in the preparation of their Case. This position contacts all the employees involved in the Civil Suit, ensuring that they are Legally Represented. Frequently prepares Affidavits/Declarations for submission in Court by the Attorney General Office. Upon receipt of a Civil Action Case, this position prepares a very detailed packet, with a cover letter to the Principal Counsel of the Office of the Attorney General, explaining step-by-step of the actions taken by this position in order to prepare for the Case. Independently delegates the responsibility to prepare correspondence for the Warden’s signature, possibly to persons outside the immediate work unit, and reviews for proper grammar, punctuation and spelling. Takes and transcribes dictation using general business terminology and a limited range of specialized terminology.

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.
Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
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.
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.
Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Nice To Haves

Experience preparing correspondence and taking meeting minutes on behalf of executive leadership.
Experience managing calendars via Google Calendars on behalf of a manager, executive, or director.

Responsibilities

Ensures that the Office of the Warden is managed to the utmost performance and efficiency by providing very specialized, complex and administrative secretarial services to the Warden and other Administrative officials at Roxbury Correctional Institution.
Independently handles and takes care of a considerable amount of issues that comes in to the Warden’s office herself, which allows the Warden to act upon other managerial issues.
Acts as Litigation Coordinator for Roxbury Correctional Institution.
Involves a great deal of research/investigation into the allegations that an inmate claims in a Civil Action Lawsuit.
Plays a very critical role in assisting the Attorney General’s Office in the preparation of their Case.
Contacts all the employees involved in the Civil Suit, ensuring that they are Legally Represented.
Frequently prepares Affidavits/Declarations for submission in Court by the Attorney General Office.
Prepares a very detailed packet, with a cover letter to the Principal Counsel of the Office of the Attorney General, explaining step-by-step of the actions taken by this position in order to prepare for the Case.
Independently delegates the responsibility to prepare correspondence for the Warden’s signature, possibly to persons outside the immediate work unit, and reviews for proper grammar, punctuation and spelling.
Takes and transcribes dictation using general business terminology and a limited range of specialized terminology.

Benefits

health insurance, dental, and vision plans offered at a low cost
Personal Leave - new State employees are awarded six (6) personnel days annually (prorated based on start date)
Annual Leave - ten (10) days of accumulated annual leave per year
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
Pension - State employees earn credit towards a retirement pension

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