Office Secretary II

State of Maryland•Allegany, MD

8d•Onsite

About The Position

The Office Secretary II provides secretarial and clerical support to Correctional Case Management Specialists, Supervisors, and Housing Unit Managers at a correctional institution in Allegany County, Maryland. The position also serves as rotational backup for the Departmental Office Secretary and performs secretarial duties in the absence of other departmental secretaries. The role prepares correspondence and other documents using Microsoft Word, processes new incarcerated individuals’ base files, and maintains an assigned confidential caseload of approximately 380 files. It handles telephone calls, coordinates attorney and special visits, prepares and distributes related institutional entry documentation, and records daily classification board actions.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate, or an allowed substitution.
Two years of secretarial or clerical work involving typing duties, or an allowed substitution.
Ability to accurately type at least 40 words per minute on a personal computer may be required, depending on the specific position requirements.

Nice To Haves

Ability to work in a correctional facility.
One year of experience performing secretarial duties for a senior-level administrator or executive.
One year of experience working with Microsoft Office Suite.
Experience coordinating and planning meetings and events.
Strong written and oral communication skills.
Ability to prioritize and multitask effectively.

Responsibilities

Provide secretarial and clerical support to Correctional Case Management Specialists, Supervisors, and Housing Unit Managers.
Provide rotational backup for the Departmental Office Secretary and cover for other departmental secretaries when they are absent.
Type letters, memoranda, and other documents for Case Management Supervisors, Housing Unit Managers, and, when prepared by Case Management staff for signature, the Assistant Warden and Warden.
Process new incarcerated individuals’ base files received into the institution.
Maintain approximately 380 confidential inmate base files in numerical order, complete daily filing, and type daily progress sheet entries for specified case-management actions.
Answer assigned telephone extensions, including those of Case Management Specialists, Supervisors, and other secretaries when needed.
Screen and forward outside calls, handle calls from relatives and friends, and direct callers to the appropriate Case Management Specialist when necessary.
Arrange attorney, special, and other requested inmate visits by phone; type visit documentation, obtain approval, and distribute institutional entry information to relevant departments.
Record daily classification board actions, including job assignments and changes, security-level reclassifications, and transfers from general population to segregation.