Administrative Specialist I

Animal Health•Wicomico, MD

1d•Onsite

About The Position

The Maryland Department of Agriculture is seeking an Administrative Specialist I to support the Animal Health Program's mission to prevent and control infectious diseases in Maryland livestock and poultry. This role is crucial for assuring consumer confidence by performing sample accessioning, receiving, processing, and shipping in an Animal Health Laboratory setting. The position involves handling and processing a variety of animal specimens in fields such as bacteriology, serology, molecular biology, histology, and necropsy, adhering to standard operating procedures (SOPs). This position is designated as an essential employee for continuity of operations.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.
Possession of a motor vehicle operator’s license valid in the State of Maryland.

Nice To Haves

Experience in providing customer service and handling hazardous biologic and chemical materials in a laboratory environment.
Experience in providing procurement, budget management, inventory, and fiscal administrative support in a laboratory environment.
Experience in entering and managing samples in a Laboratory Information Management System (LIMS).
Experience in performing basic sample preparation and laboratory techniques.

Responsibilities

Processing and distribution of biological specimens, supplies, and laboratory results.
Supporting the Salisbury Animal Health Laboratory (SAHL) accreditation process and adhering to ISO/IEC 17025 requirements and Laboratory Quality Manual systems.
Performing biological work per associated technical, quality, regulatory, and safety procedures, including learning and maintaining knowledge of universal precautions and infection control.
Learning and maintaining knowledge of veterinary, medical, and chemical laboratory terminology, as well as biology applicable to Animal Health Laboratory practices.
Learning and maintaining knowledge of the basic theory and operation of common laboratory equipment and instrumentation.
Greeting and interviewing clients, animal health officials, vendors, or other visitors.
Distributing supplies to agents of the state, veterinarians, poultry testing agents, MDA field veterinarians, and federal veterinary medical officers.
Receiving specimens submitted to the laboratory, inspecting and opening packages, and checking in supplies.
Reviewing submission paperwork for completion and obtaining necessary information from clients.
Receiving payments for laboratory services or confirming billing information and processing payments.
Cleaning and disinfecting samples, identifying various sample types, and conducting preliminary investigation of samples.
Initiating sample rejection process per SOP.
Entering data into the Laboratory Information Management System (VADDS) and labeling biological specimens.
Proofing cases entered into VADDS and updating accessions as necessary.
Working with clients to determine technically appropriate subcontracted laboratory tests and preparing associated paperwork.
Packaging and shipping samples and paperwork per applicable guidelines, and obtaining required Federal training for packing and shipping.
Partnering with Federal counterparts to organize and submit specimens for transmissible spongiform encephalopathy (TSE) testing.
Communicating with the necropsy team to ensure appropriate samples are collected.
Working with State counterparts to organize and submit specimens to the Maryland Department of Health for human exposure Rabies and Arbovirus testing.
Cleaning, disinfecting, and properly storing or disposing of materials, supplies, and biological specimens.
Maintaining a clean, organized, and sanitary office environment.
Monitoring and recording environmental and equipment conditions.
Handling, containing, and disposing of hazardous chemical and biological waste per SOP.
Receiving laboratory test results, analyzing test records and reports for completion, and informing appropriate parties of any problems or errors.
Analyzing results to determine if reportable diseases have been detected and reporting them per SOP.
Inputting subcontracted laboratory results into VADDS and releasing results to clients and officials.
Maintaining laboratory records per SOP and retention guidelines.
Developing and updating work instructions and procedures for the front office.
Participating in the bank deposit process.
Proofreading accounts receivable source documents and reporting discrepancies.
Receiving invoices, verifying charges, and forwarding them for payment processing.
Preparing purchase orders, acquiring price quotations and approvals, and placing orders.
Maintaining records per SOP and retention guidelines.
Receiving incoming supply orders, verifying accuracy, and distributing supplies.
Managing backordered, missing, or incorrect items.
Maintaining inventory for front office supplies, forms, federal supplies, reagents, and postage stamps.
Ensuring in-date supplies are used efficiently and disposing of expired supplies.
Contacting vendors to schedule appointments or procure supplies.
Assuring appropriate services, reagents, or chemicals are obtained.
Consulting with vendors and laboratory scientists when substitutions are necessary.