ADMINISTRATIVE AIDE

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This position with the Maryland Department of General Services, Facilities Operations and Maintenance Division, is located in Glen Burnie, MD at the George M. Taylor District Court & Multi-Service Center.

The main purpose of this position is to provide administrative and secretarial support to the manager and two maintenance supervisors housed at the two district court facilities within the region. This position is responsible for maintaining all office files, and ensures that the office is functioning in an orderly manner, working independently with minimal supervision. This position also serves as the key contact person for fiscal and budget management for the region.

An Administrative Aide is work providing secretarial support to an official, administrator or administrative staff. Employees in this classification type on keyboards of personal computers, using word processing software.

Duties for this position include, but are not limited to:

- Monitor the office for all incoming calls or visitors. Act as an intermediary for the Regional Manager and Maintenance Supervisors. Organize and coordinate work requests/complaints with the Maintenance Supervisor, maintaining all requests through the Skire work order system.

- Responsible for independently processing service contracts for two facilities: Prepare fund certs, type contracts from draft, prepare documents for bid, and assist in site visits. Independently prepare documents for award and forward to appropriate offices for approval.

- Independently compose various correspondence. Obtain information and prepare various reports and spreadsheets such as: Skire, all budget reports, overtime, inventory, incident reports, recycling, PMO, weekly highlights, etc.

- Maintain the office filing system; develop and implement office procedures. Develop, update and implement automated spreadsheets, ledgers, and reports. Assist in budget preparation by compiling necessary data and calculating current funding requests based on agency needs.

- Process purchase orders for building maintenance and office supplies; contact vendors to place orders, and receive orders ensuring all paperwork is intact, and contact fiscal services for invoicing.

- Acts as a point of contact for requests, complaints, and information to the office. Consult with agencies and the public regarding building issues, policies and procedures.

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.

This position is open to applicants who meet the minimum and selective qualifications listed below.

1. One year of experience preparing or analyzing budget reports.

2. One year of experience with service/vendor contracts that includes tracking contracts, monitoring contracts for compliance, or preparing contract renewals.

1. Advance knowledge of office procedures and equipment, and the ability to multi-task and work independently is highly desirable.

2. Experience with a work-order system is desirable.

3. At least one year of experience using Microsoft Word or Excel is strongly preferred. This experience may include tasks such as preparing or typing reports and other documents in Word, creating or editing spreadsheets in Excel, using Excel to prepare budget calculations and reports, or related functions.

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

Please provide sufficient information on your application to support that you meet the qualifications for this recruitment.  All information concerning your qualifications MUST be submitted by the closing date.  Information submitted after the closing date will not be considered.

The examination will consist of a rating of your education, training and experience related to the requirements of the position.  Successful candidates will be placed on the employment eligibility list categorized as BEST QUALIFIED, BETTER QUALIFIED, or QUALIFIED.  The eligibility list will be valid for one year and may be extended.  The list will be used by the hiring agency to select employees.

Eligible lists may be used to fill future vacancies of the same classification.

You MUST possess the minimum qualifications before you may be selected for a State job – Verification will be completed by the appointing authority.  If you are scheduled to complete an educational or licensing requirement within six months of the examination, you may participate in the examination process.  Permanent State employees may also complete necessary experience requirements within six months of the date of an examination.  Credit is given for relevant part-time, temporary or volunteer experience based on the number of hours worked per week.  You must include on your application the time spent on such activity.  You must be legally authorized under the United States Immigration Reform and Control Act to be hired in the position for which you apply.

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

To submit additional information, please upload an attachment to your application.  

Contact Ari.Ross@maryland.gov or call 410-767-4988 for questions about this recruitment.

The on-line application process is STRONGLY preferred. If you are unable to submit your application online, please send your paper application to: Human Resources, Dept. of General Services, 301 W. Preston St., Room 1207, Baltimore, MD  21201 by the closing date and time.

We thank our Veterans for their service to our country, and encourage them to apply. Bilingual applicants are also encouraged to apply.

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

TTY Users: call via Maryland Relay