ADMINISTRATIVE AIDE

WE ARE PUBLIC SAFETY. STAND STRONG WITH US.

11

Maryland Correctional Enterprise

7275 Waterloo Rd, Jessup, MD 20794 (Howard County)

The Administrative Aide enters all purchase orders into our data system. He or she interacts with the customers via telephone assuring accuracy of orders, answers question about products, pricing, lead times, etc., and promotes customer satisfaction.

• To handle the customer service manager's responsibilities in their absence.
• Order Processing:               
  • Receive and prepare purchase orders for processing.
  • Check for color, sizing, item #’s, prices, bill to addresses and ship to addresses. 
  • Enter orders on AS-400 computer system for shop production. 
  • Coordinate orders with Warehouses or shops. 
  • Xerox and file purchase orders.
• Customer Service:               
  • Answer and direct telephone / emails from customer contact sheets.               
  • Arrange pick-ups for damaged items, over-shipments, re-upholstery, wrong ship-to-address and repairs. 
  • Distribute pick-up notices to warehouse, shops, accounts receivable, inventory and customer for signature.               
  • Exchanges are arranged upon customer and /or shop request, due to wrong sizing, color or damaged items.               
  • Order maintenance forms are done for any changes made to Purchase Orders or to correct errors in delivery. 
  • All order maintenance’s pick-ups and exchanges are coordinated with Warehouse and particular shop.
• Clerical Support:               
  • Proofread order acknowledgements to ensure accuracy of purchase order entry.               
  • Interact with Sales Representatives and Designers for bills of materials and item numbers; gather information from customers, warehouse and shops; furnish leads; forward messages; forward copies of all orders to sales reps; form territories; email brochures and catalogs to agencies.
  • Maintain daily logs for tracking of orders to include order maintenance, pick-ups, exchange batch logs, blanket purchase orders, returned purchase orders and cancellations.
  • Monthly reports are done to improve the quality of the MCE program. They include the activity for the complete month from our contact sheets pick-ups, exchanges, canceled order received, products other than MCE, etc.  These reports are distributed to MCE management.
  • Inventory of shops is done once a year for a physical count of raw materials and finished products.

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years performing secretarial work 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.

 

Six (6) months of sales customer service experience.

Demonstrated ability to accurately type on a typewriter or keyboard on a personal computer, computer terminal or word processor at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. You must meet the minimum qualifications to be considered. For education obtained outside the U.S., you will be required to provide proof of the equivalent American education as determined by a foreign credential evaluation service. This evaluation must be submitted with your application. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Resumes may not be submitted in lieu of completing the employment application. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.

The examination will consist of a rating of your education, training, and experience as presented on your application and as they relate to the requirements of the position. You will be required to complete a supplemental questionnaire. Therefore, it is important that you provide complete and accurate information on your application.

The incumbent in this position is a member of a covered bargaining unit and will be required to pay a bi-weekly service fee to the exclusive representative of the bargaining unit.

 

STATE OF MARYLAND BENEFITS

 

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. If you need to submit additional information, the preferred method is to upload your document(s) by electronic means with the submission of your application. However, if you’re unable to upload your documents, please fax requested information only to 410-585-0570 (providing a cover sheet with the following : each page of the attachment your First and Last Name, the Recruitment Number that is located at the top of the bulletin and the last 4 digits of your SSN#). We will not consider information submitted after the closing date of this announcement.

Resumes will NOT be accepted in lieu of completing the online or paper application.

ONLINE APPLICATIONS ARE HIGHLY RECOMMENDED, however a paper application may be submitted to: HRSD-Recruitment & Examination

ATTN: M. Cooper-Stokes

6776 Reisterstown Road, Suite 309 Baltimore, MD 21215

For more information, please call 410-585-3410.

TTY Users: call via Maryland Relay

We thank our Veterans for their service to our country, and encourage them to apply.

As an equal opportunity employer Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.