Office Secretary III

State of Maryland•Wicomico, MD

4d•Onsite

About The Position

Join Us in Making a Difference at DJS! 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 our Office Secretary III role, so join our team and make a meaningful impact on youth and the community at DJS! The main purpose of this position is to provide comprehensive clerical, administrative, and student records management support to the Juvenile Services Education Program (JSEP). Responsible for obtaining, maintaining, auditing, and safeguarding student educational records in compliance with federal, state, and local laws, regulations, and policies. Supports school administrators, counselors, teachers, students, families, and sending local education agencies (LEAs) by ensuring the accuracy, integrity, confidentiality, and timely processing of student information and educational records. JSEP is committed to providing holistic learning experiences that promote student wellness, academic achievement, successful transitions, and college and career readiness. In support of this mission, the Records Clerk contributes to continuous improvement efforts by maintaining high quality student records, supporting data accuracy, embracing organizational change, and providing responsive customer service to internal and external stakeholders. This position requires adaptability, professionalism, collaboration, and the effective use of technology to support evolving educational practices and student success. The core framework of adaptive leadership in JSEP focuses on 4 key areas and the role requires one to demonstrate competency in: Mobilizing Action: Moving beyond just having a vision, it involves guiding teams to act on, and solve, complex, systemic problems together. Adaptive vs. Technical Challenges: Differentiating between technical problems (solvable by experts) and adaptive challenges, which require collective learning, changing, and new ways of working. Strategic Situational Awareness: Demonstrating strong interpersonal skills through personal introspection, collaboration, collegiality and adaptability to change. Balancing Continuity and Change: Demonstrating a commitment to the values and norms of the organization. The core framework for the brain science of learning in JSEP is defined as: developing the enabling conditions for maximizing adult and student learning through holistic approaches that are grounded in the principles of cognitive psychology.

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.
Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
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.
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

At least one year experience performing secretarial duties for a senior level administrator or executive.
At least one year experience working with Microsoft Office Suite.
Experience coordinating and planning meetings and events.
Strong written and oral communication skills.
Ability to prioritize and multi-task effectively.
Strong time management, priority setting, and problem-solving skills.
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.

Responsibilities

Request, obtains, and tracks official educational records for newly enrolled students through written correspondence, secure electronic transmission, telephone, email, fax, and other approved communication methods with Local Education Agencies (LEAs), the Department of Juvenile Services (DJS), nonpublic schools, correctional education programs, and other authorized agencies in accordance with JSEP policies, FERPA, COMAR, and the Maryland State Records Manual.
Request in writing, by phone, email, and fax the educational records for newly assigned students to your school from the Local School Systems (LSS), Department of Juvenile Services (DJS), other agencies and/or pupil services personnel per JSES policies and procedures.
Monitors outstanding records requests and conducts timely follow-up with sending schools and agencies to ensure prompt receipt of complete educational records and minimize interruptions to student educational services.