Administrative Specialist II

State of Maryland • Baltimore City, MD

3d • Hybrid

About The Position

The main purpose of this full-time contractual Administrative Specialist position will be to provide comprehensive administrative support for the Board of Professional Counselors and Therapists. This position will be responsible for the timely recordation, initial processing and dissemination of incoming mail, revenue, applications, and other correspondence to designated staff. This position will also: Answer incoming calls on the main telephone line for the Board; Maintain and distribute the daily mail logs and check tally logs; Initial independent review of applications to ensure completeness; Update criminal background information in the licensing system; Complete data entry to track the progress of applications from intake through issuance; and, Record retention and file for the Board. Additionally, this position will provide back-up support to licensing coordinators, including but not limited to, assisting in processing applications for licenses, certifications etc. Please Note : This position is hybrid telework eligible, consistent with MDH telework policy and operational needs.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• One year 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.

Nice To Haves

• Office and records management experience (to include organizing files, handling mail, and managing supplies)
• Customer service experience (to include answering calls, responding to emails, and directing inquiries)
• Experience managing tasks efficiently and maintaining accurate records
• Experience ensuring accuracy in payment processing and document management
• Experience with software and database systems
• Experience working independently and managing responsibilities with minimal supervision
• Experience reviewing applications and updating records
• Experience in meeting support such as scheduling meetings, preparing materials, and recording minutes

Responsibilities

• Timely recordation, initial processing and dissemination of incoming mail, revenue, applications, and other correspondence to designated staff
• Answer incoming calls on the main telephone line for the Board
• Maintain and distribute the daily mail logs and check tally logs
• Initial independent review of applications to ensure completeness
• Update criminal background information in the licensing system
• Complete data entry to track the progress of applications from intake through issuance
• Record retention and file for the Board
• Provide back-up support to licensing coordinators, including but not limited to, assisting in processing applications for licenses, certifications etc.

Benefits

• Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents.
• As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled.
• The State of Maryland will subsidize the remaining 75% of the cost for these benefits.
• You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.
• Leave may be granted to a contractual employee at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

What This Job Offers

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