Document Scanning Specialist

State of Maryland • Baltimore City, MD

4d • Hybrid

About The Position

Maryland’s Family and Medical Leave Insurance (FAMLI) program makes sure all workers in Maryland have paid time off for medical and family reasons. FAMLI is a social insurance system covering 2.6 million workers and 180,000 employers, delivered as a digitally native, public-facing service. We’re in the early stages of building something as big and as far-reaching as unemployment insurance or a new health department. We know that delivering services primarily through a website, over the Internet, is a new way of doing business in government. This position will provide administrative support and assistance to the Executive Associate II in the Central Services domain by handling daily on site mail operations, document scanning into Salesforce, and mail/print distribution. Maintains inventory records for fixed assets, executes purchasing tasks, submits requisitions, works with procurement to process orders, manages forms and signatures, adheres to record retention policies and other procedures necessary to ensure efficient day to day operations. Additionally, this role manages equipment logistics, tracks on-site inventory, serves as a Safety Ambassador for FAMLI, submits work orders, assists human capital with hiring or interview activities, and assists with other tasks as needed.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.
• Candidates may substitute 30 college credit hours from an accredited college or university for each year of 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

• Physical capability to safely lift, carry, lower up to 50 pounds of equipment. Including heavy mail bins and bulk shipments safely.
• 1 year of inventory management experience.
• Experience processing incoming mail and packages.
• Experience in database management and record keeping.
• Experience using electronic tracking systems.

Responsibilities

• Responsible for mailroom activities, including distribution, scanning documents into Salesforce, adhere to records retention policies by facilitating proper storage and disposal, and coordinating small batches of mail as needed - including printing, postage, stuffing and delivery to central mailroom.
• Manage equipment logistics, track on-site inventory, execute purchasing tasks, submit requisitions, work with procurement to process orders, and manage forms and signatures. Serve as an Accountable Officer and maintain inventory records for fixed assets. Conduct inventory assessments as required. Report missing or stolen inventory. Take steps to retrieve equipment from offboarding employees, including referral to CCU as appropriate.
• Assist human capital with hiring or interview activities as needed, onboarding/offboarding employee equipment.
• Serve as a Safety Ambassador by providing coordination assistance with evacuation, crowd control, and ensure safety at assembly areas. Direct evacuees to rally point, assist with Evac chair + 500H operations, relocate individuals to refuge areas/vestibules, ensure safety chair is in proper working order. Attend mandatory Safety Ambassador meetings. Submit work orders as needed, proactively maintain office supplies and initiate repair requests for the work environment.
• Other related duties, as necessary.

Benefits

• Flexible hours and hybrid teleworking
• Paid holidays 12-13 per year
• Generous paid leave package (annual, sick, personal and compensatory leave)
• State Pension ("defined benefit" plan)
• Tax-deferred supplemental retirement savings plans (401(k) and 457)
• Comprehensive, subsidized health, dental and prescription plans with little to no deductibles, free generic prescriptions, and free preventative health services
• Flexible Spending Account plans for Health Care and Daycare
• State Employees Credit Union

What This Job Offers

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