Office Secretary III

State of Maryland•Baltimore City, MD

4d•Onsite

About The Position

The Maryland Commission on Civil Rights (MCCR) is the agency responsible for enforcement of anti-discrimination and civil rights laws for the State of Maryland. MCCR is charged with investigating and administratively processing complaints that allege discrimination in employment, housing, public accommodations, commercial leasing, health services, and the State’s commercial non-discrimination policy. The MCCR Office Secretary III position is not telework eligible GRADE ASTD10 LOCATION OF POSITION William Donald Schaefer Tower 6 St. Paul Street - 9th Floor Baltimore, Maryland 21202 Main Purpose of Job The Office Secretary III is to provide administrative support in various areas of the Intake Unit which includes receiving incoming telephone calls, relaying messages, redirecting calls and receiving visitors. Duties also include maintaining agency logs, data entry, filing and performing word processing duties.

Requirements

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Three years performing secretarial or clerical work involving typing duties.
Notes: 1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education. 2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience. 3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

Nice To Haves

Proficient in Microsoft Office Suite, Word and Excel.
Proficient in using multi-line telephone systems.
Proficient in using on-line database applications.
Bilingual (Spanish preferred).
Excellent oral and written communications.

Responsibilities

Screens calls and visitors who are obtaining or requesting the direct attention of the supervisor; direct all other calls appropriately, greets agency visitors; handles queries to initiate communication, as appropriate, with potential complainants; prepares Intake paperwork before assigning the inquiry to the appropriate Intake staff for Intake follow- up.
Conducts research on a variety of issues; composes correspondence, schedule Intake interview appointments and maintains appointment calendar for Intake staff; retrieve, extract, copy and assemble material from files as needed for the review and use of the supervisor and/or executive staff.
Distributes mailings, maintains confidential files and records; exercises considerable initiative, discretion and independent judgment based on knowledge of the Intake unit’s responsibility and methods of operation; receives assignments in general terms.
Enters data in three databases, Agency’s internal database (Diversalink), and two federal databases (ARC and HEMS); provide status of cases to callers; and, maintains Agency’s filing system of closed, aborted, and dual filed records in accordance with office procedures.
Maintain Agency’s logs to keep track of all incoming mail, hand delivery mail and all dual filed cases received from EEOC and HUD in order to monitor the number of inquiries received.