Job description

INSTRUCTIONS TO APPLY

APPLICATIONS MUST BE RECEIVED ONLINE THROUGH THE DGS WEBSITE. Please visit www.dgs.maryland.gov and click on Employment to view the full version of this posting and to apply online. Applications will be accepted until 10/06/22.

LOCATION OF POSITION

This position is within the Department of General Services, Office of Facilities Management at our Glen Burnie (Anne Arundel County) facility. However, the list created from this recruitment may also be used to fill other vacancies, in this classification, as they arise.

MAIN PURPOSE OF POSITION

To provide administrative and secretarial support to the Manager and two Maintenance Supervisor housed at the two DC facilities within a region. This position is responsible for maintaining all office files and assures the office is functioning in an orderly manner, working independently with minimal supervision.

This is an emergency essential position subject to emergency release procedures. Employees in this position must be willing and available for duty at all hours, day or night, and are required to remain or report for duty at all hours as needed to maintain the continuous operation of this agency.

POSITION DUTIES

Duties for this position include but are not limited to:
- Monitor the office for all incoming calls or visitors. Acts as an intermediary for the Regional Manager and Maintenance Supervisor. Organize and coordinate work requests/complaints with the Maintenance Supervisor, maintaining all requests through e-Maint work order system.
- Responsible for independently processing service contracts for the facility: Prepare fund certs, type contracts from draft, prepare documents for bid, assist in site visits. Independently prepare documents for award and forward to appropriate offices for approval.
- Assist the Regional Manager and Maintenance Supervisor in the administrative aspects of the office. Independently compose various correspondence. Obtain information and independently prepare various reports and spreadsheets such as e-Maint, overtime, inventory, incident reports, recycling, PMO, weekly highlights, etc. Maintain the office filing system, develop and implement office procedures.
- Process purchase orders for building maintenance and office supplies; contacting vendors to place orders, receiving orders assuring all paperwork is intact and contacting the fiscal services for invoicing.
- Acts as a point of contact for requests, complaints, and information to the office. Consults with agencies and the public regarding building issues, policies and procedures.
- Performs other duties and responsibilities as required that enable the Department of General Services to fulfill its mission of providing and maintaining buildings that are safe, secure and operationally efficient.

MINIMUM QUALIFICATIONS

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.

SELECTIVE QUALIFICATIONS

Applicants must possess the following selective qualification(s) to be considered. Include clear and specific information on your application regarding all qualifications.

- Six months of experience receiving, entering and closing service requests in a work order system.

DESIRED OR PREFERRED QUALIFICATIONS

Strong preference will be given to applicants who possess the following preferred qualification(s). Include clear and specific information on your application regarding all qualifications.

- Experience in a customer service setting.

- Experience working with tenants of a facility or commercial building.

- Experience preparing monthly budget reports.

- Ability to work independently and multi-task.

- Excellent interpersonal and oral/written communication skills, with experience interacting and communicating with executives and senior management.

Job Type: Full-time

Pay: $37,937.00 - $59,832.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
High contact surfaces are sanitized regularly.

Education:

• High school or equivalent (Preferred)

Experience:

• secretarial or clerical work: 4 years (Required)
• service ticket/work order: 1 year (Required)

Work Location: One location

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