Office Specialist I

Calvert County Government•Oxford, MS

About The Position

ATTENTION: This job announcement will close at 11:59 pm Eastern Time on either: (A) March 6, 2026, or (B) The date that 100 applications are received; whichever occurs first. If the announcement closes on the date that 100 applications are received, all applications submitted by 11:59 pm that day will be given consideration, including those in excess of 100. Join the State’s Attorney’s Office and play a vital role in supporting the administration of justice. We are seeking a highly organized and detail-oriented Office Specialist to provide specialized secretarial and administrative support to attorneys handling a variety of criminal legal matters. This position requires professionalism, discretion, dependability, and the ability to thrive in a fast-paced environment with strict deadlines and sensitive information. If you have strong administrative skills, take pride in accuracy, and want to contribute to meaningful work within the justice system, we encourage you to apply. Performs secretarial and office management work in a variety of locations in support of unit operations. The work involves serving as secretary to an administrative or management position, which may entail oversight for a County wide program, but whose essential job requirement is acting as principal office assistant to the unit with responsibility for the provision of office support services to the unit and its staff. The work requires training and prior experience in office clerical work. The work is performed under general supervision of administrative staff. Essential Job Functions Manages supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed. Monitors the budget and financial duties, including procurement, accounts receivable, and payment of invoices. May manage and update public sources of information such as a website or reservation system. Coordinates and prepares budget for a division or unit; may do cost estimates for materials and supplies. Issues and safeguards building keys to staff, county employees and outside entities as necessary. Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate. Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor's review; prepares memos, notes and reports for supervisor. Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized. Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office. Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files; manages information to and generates reports. Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services. Assists the public, clientele, and others in accessing and making use of office/department services by advising them regarding their needs and services provided. Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations. Receives, screens and routes mail; directs items to other staff or County offices as appropriate. Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts. Ensures compliance with established policies and procedures regarding office services, county protocols and administrative requirements, advises staff and others regarding such requirements. Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information. Produces a variety of word processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or keyboards copy from drafts; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats. Interacts with vendors and works on bid specifications. The following Essential Job Functions refer to an Office Specialist I position within a specific Department(s) Records, grades and maintains more than 500 Maryland police training commission tests, quizzes and files; prepares and maintains student transcripts that may be subject to audit or legal review. Provides unit support for the Chesapeake Hills Golf Course and Breezy Point Beach and Campground and is responsible for scheduling and monitoring sign usage for the district parks and the Dowell House. Monitors seasonal camping agreements and payments. Reviews all requisition and purchase orders for the Chesapeake Hills Golf Course and Breezy Point Beach for fiscal end of year. Other Duties Performs related work as required.

Requirements

High school diploma or GED equivalent, including or supplemented by courses in office practices.
Two years of progressively responsible general office clerical experience.
Valid driver’s license and a current Medical Examiner’s Certificate in accordance with Federal Regulations may be required (for Emergency Management position only).
A pre-employment and annual tuberculosis screening will be required if employed in a correctional or substance abuse facility.
Subject to drug and alcohol testing if employed in Public Transportation Division.
Subject to background investigation if employed in the Department of Parks and Recreation, the State’s Attorney’s Office, the Sheriff’s Office, or the Detention Center.
Operation of keyboard devices for sustained periods.
Knowledge of-- Modern office procedures and practices including operation of office appliances such as calculators and computers.
Secretarial and office management procedures and practices.
Ability to-- Perform unit secretarial and office management duties.
Perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
Assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
Deal effectively with the public.

Responsibilities

Manages supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.
Monitors the budget and financial duties, including procurement, accounts receivable, and payment of invoices.
May manage and update public sources of information such as a website or reservation system.
Coordinates and prepares budget for a division or unit; may do cost estimates for materials and supplies.
Issues and safeguards building keys to staff, county employees and outside entities as necessary.
Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.
Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor's review; prepares memos, notes and reports for supervisor.
Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.
Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.
Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files; manages information to and generates reports.
Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
Assists the public, clientele, and others in accessing and making use of office/department services by advising them regarding their needs and services provided.
Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
Receives, screens and routes mail; directs items to other staff or County offices as appropriate.
Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
Ensures compliance with established policies and procedures regarding office services, county protocols and administrative requirements, advises staff and others regarding such requirements.
Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.
Produces a variety of word processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or keyboards copy from drafts; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.
Interacts with vendors and works on bid specifications.
Records, grades and maintains more than 500 Maryland police training commission tests, quizzes and files; prepares and maintains student transcripts that may be subject to audit or legal review.
Provides unit support for the Chesapeake Hills Golf Course and Breezy Point Beach and Campground and is responsible for scheduling and monitoring sign usage for the district parks and the Dowell House.
Monitors seasonal camping agreements and payments.
Reviews all requisition and purchase orders for the Chesapeake Hills Golf Course and Breezy Point Beach for fiscal end of year.
Performs related work as required.