Office Secretary III

State of Maryland•Prince George's, MD

4d•Onsite

About The Position

The Maryland Department of Juvenile Services (DJS) is dedicated to transforming young lives, creating safer communities, and fostering equitable systems. We are seeking passionate individuals for the role of Office Secretary IIII, so come join our team and make a meaningful impact on youth and the community at DJS! The main purpose of this position will be to provide effective and efficient secretarial, organizing and coordinating services to the Case Management staff assigned to the Region 7 Upper Marlboro Office. Providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary III classification type on keyboards of personal computers using word processing software. Employees in this classification do not supervise. Some key responsibilities of this position may include, but not be limited, to the following: Provides secretarial support to one or more officials, administrators or administrative staff; Type correspondence, reports and other documents using a keyboard of a personal computer; Relieves the supervisor of operational details by assembling, compiling and summarizing data into a concise form and preparing reports; Drafts correspondence; Receives telephone calls and visitors and arranges for appointments and interviews; Provides information to callers in regard to laws, rules, regulations, operations and procedures governing the agency's operations; Obtains material from a variety of sources to be used for articles, reports and speeches; Maintains important and confidential records, schedules, expense accounts and office supplies; Reads reports and summarizes information to facilitate the supervisor's review; Types manuscripts, correspondence, statements, tables and forms from corrected copy, rough draft or oral instruction; Opens, sorts, reads and distributes incoming correspondence; Proofreads outgoing correspondence and reviews records for completeness and accuracy; Prepares and maintains statistical and numerical reports and records; Develops special forms and summaries using a variety of records in order to secure complete and accurate information; May compose and sign outgoing correspondence; May develop, revise and implement office procedures; May use word processing, data base, spread sheet or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents; May enter, update, verify and retrieve data using computer data base or spreadsheet software applications; Performs other related duties.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Three years performing secretarial or clerical work involving typing duties.
Demonstrated ability to accurately type on a keyboard of 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

Strong organizational and administrative skills
Ability to manage multiple tasks, maintain accurate records, schedule meetings, and prioritize work effectively in a fast-paced office environment.
Excellent communication and interpersonal skills
Professional written and verbal communication skills, with the ability to interact courteously and effectively with staff, management, and the public.
Proficiency with office technology and software
Working knowledge of Microsoft Office (Word, Excel, Outlook), office equipment, and the ability to quickly learn internal systems and procedures.

Responsibilities

Provides secretarial support to one or more officials, administrators or administrative staff
Type correspondence, reports and other documents using a keyboard of a personal computer
Relieves the supervisor of operational details by assembling, compiling and summarizing data into a concise form and preparing reports
Drafts correspondence
Receives telephone calls and visitors and arranges for appointments and interviews
Provides information to callers in regard to laws, rules, regulations, operations and procedures governing the agency's operations
Obtains material from a variety of sources to be used for articles, reports and speeches
Maintains important and confidential records, schedules, expense accounts and office supplies
Reads reports and summarizes information to facilitate the supervisor's review
Types manuscripts, correspondence, statements, tables and forms from corrected copy, rough draft or oral instruction
Opens, sorts, reads and distributes incoming correspondence
Proofreads outgoing correspondence and reviews records for completeness and accuracy
Prepares and maintains statistical and numerical reports and records
Develops special forms and summaries using a variety of records in order to secure complete and accurate information
May compose and sign outgoing correspondence
May develop, revise and implement office procedures
May use word processing, data base, spread sheet or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents
May enter, update, verify and retrieve data using computer data base or spreadsheet software applications
Performs other related duties.