DOCUMENT SCANNING SPECIALIST (ADMINISTRATIVE SPECIALIST III)

Introduction

Maryland’s\r\nFamily and Medical Leave Insurance (FAMLI) program makes sure all workers in\r\nMaryland have paid time off for medical and family reasons. FAMLI is a social\r\ninsurance system covering 2.6 million workers and 180,000 employers, delivered\r\nas a digitally native, public-facing service. We’re in the early stages of\r\nbuilding something as big and as far-reaching as unemployment insurance or a\r\nnew health department. We know that delivering services primarily through a\r\nwebsite, over the Internet, is a new way of doing business in government.\r\nThis position will provide administrative\r\nsupport and assistance to the Executive Associate II in the Central Services\r\ndomain by handling daily on site mail operations, document scanning into\r\nSalesforce, and mail/print distribution.\r\nMaintains inventory records for fixed assets, executes purchasing tasks,\r\nsubmits requisitions, works with procurement to process orders, manages forms\r\nand signatures, adheres to record retention policies and other procedures\r\nnecessary to ensure efficient day to day operations. �Additionally, this role manages equipment\r\nlogistics, tracks on-site inventory, serves as a Safety Ambassador for FAMLI,\r\nsubmits work�orders,\r\nassists human capital with hiring or interview activities, and assists with\r\nother tasks as needed.\r\n\r\n

GRADE

STD0012

LOCATION OF POSITION

100 S. Charles Street\r\nBaltimore, Maryland 21201\r\n

Main Purpose of Job

The main purpose of this position is to provide administrative support and assistance to the Executive Associate II by handling daily on site mail operations, document scanning into Salesforce, and mail/print distribution. This role also serves as an Accountable Officer and maintains inventory records for fixed assets, executes purchasing tasks, submits requisitions, works with procurement to process orders, manages forms and signatures, adheres to record retention policies and other procedures necessary to ensure efficient day to day operations. Additionally, this role manages equipment logistics, tracks on-site inventory, serves as a Safety Ambassador for FAMLI, submits work orders, assists human capital with hiring or interview activities and assists with other tasks as needed.

POSITION DUTIES

Physical Mail\r\nCoordination: Responsible for mailroom activities, including distribution,\r\nscanning documents into Salesforce, adhere to records retention policies by\r\nfacilitating proper storage and disposal, and coordinating small batches of\r\nmail as needed - including printing, postage, stuffing and delivery to central\r\nmailroom.\r\n\r\n\r\nEquipment Inventory\r\nAdministration: Manage equipment logistics, track on-site inventory, execute\r\npurchasing tasks, submit requisitions, work with procurement to process orders,\r\nand manage forms and signatures. Serve as an Accountable Officer and maintain\r\ninventory records for fixed assets. Conduct inventory assessments as required.\r\nReport missing or stolen inventory. Take steps to retrieve equipment from\r\noffboarding employees, including referral to CCU as appropriate.\r\n\r\n\r\nHuman Capital\r\nAssistance: Assist human capital with hiring or interview activities as needed,\r\nonboarding/offboarding employee equipment.�\r\n\r\n\r\nOther Office\r\nCoordination and Responsibilities: Serve as a Safety Ambassador by providing\r\ncoordination assistance with evacuation, crowd control, and ensure safety at\r\nassembly areas.� Direct evacuees to rally\r\npoint, assist with Evac chair + 500H operations, relocate individuals to refuge\r\nareas/vestibules, ensure safety chair is in proper working order.� Attend mandatory Safety Ambassador meetings.\r\nSubmit work orders as needed, proactively maintain office supplies and initiate\r\nrepair requests for the work environment.�\r\n\r\n\r\nOther\r\nrelated duties, as necessary.\r\n\r\n\r\n

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.\r\nExperience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.�\r\nNotes:\r\n1. Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience.\r\n2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.\r\n

DESIRED OR PREFERRED QUALIFICATIONS

\r\n●\r\nPhysical\r\ncapability to safely lift, carry, lower up to 50 pounds of equipment. Including heavy mail bins and bulk shipments\r\nsafely.\r\n●\r\n1\r\nyear of inventory management experience.�\r\n●\r\nExperience\r\nprocessing incoming mail and packages.�\r\n● Experience in database management and record keeping.�\r\n● Experience\r\nusing electronic tracking systems.\r\n\r\n\r\n

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland. \r\n

SPECIAL REQUIREMENTS

All candidates are subject to a background check against files maintained by the Division of Unemployment Insurance (Labor/DUI) to determine whether any monies are owed to Labor/DUI as a result of unemployment insurance overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.\r\n

SELECTION PROCESS

Please make sure that you provide enough 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. Unfortunately, we won't consider information submitted after this date. Successful candidates will be ranked as best qualified, better qualified, or qualified and placed on the eligible (employment) list for at least one year.\r\n\r\nPlease note: A resume and cover letter are strongly encouraged for this position. Please upload oneWord or PDF file that includes your combined cover letter and resume using the “Transcript”upload function, or via the JobAps “Other” tab. Note that the initial screening is based only on the information provided within the application.�\r\n\r\nAll information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.), must be submitted and received by the closing date. Information submitted after this date will not be considered.\r\n

EXAMINATION PROCESS

\r\nThe assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position. The examination for this recruitment will be an evaluation and rating of the information provided on your application. Therefore, it is essential that the application is filled out completely and accurately, listing all relevant education and experience, addressing the specific qualifications shown above and submitting any required documentation (diploma, transcript, certification, license, etc.). Please include clear, detailed and specific information on your application regarding experience qualifications related to the minimum qualifications, desired, and/or selective qualifications of the position.\r\n�\r\n***Please note that your answers on the supplemental questionnaire must correspond to the information provided on your application to receive credit.\r\n\r\n

BENEFITS

This is a full-time, permanent position and eligible for full State benefits, which include:\r\n● Flexible hours and hybrid teleworking�\r\n● Paid holidays 12-13 per year�\r\n● Generous paid leave package (annual, sick, personal and compensatory leave)�\r\n● State Pension ('defined benefit' plan)\r\n● Tax-deferred supplemental retirement savings plans (401(k) and 457)�\r\n● Comprehensive, subsidized health, dental and prescription plans with little to no deductibles, free generic prescriptions, and free preventative health services�\r\n● Flexible Spending Account plans for Health Care and Daycare�\r\n● State Employees Credit Union\r\n�\r\nTo learn more, please click this link STATE OF MARYLAND BENEFITS\r\n

FURTHER INSTRUCTIONS

The online application is STRONGLY preferred. However, if you are unable to apply online, or having difficulty with your login or password, please contact DBM's Helpdesk directly at (410) 767- 4850 (8:00 AM to 5:00 PM daily, except for holidays and weekends). After business hours, please submit an email request to Application.Help@maryland.gov.\r\nU.S. Military Veterans may qualify for additional bonus points towards certification. Any job offer will be contingent on the candidate providing a U.S. Military form DD 214 verifying honorable discharge from service prior to starting employment (and may be requested prior to interview). Permanent State employees do not need to submit proof of Veterans’ status.�\r\nIf you encounter difficulty attaching required or optional documentation, you may contact Erika Leonard-Anderson via email to erika.leonard-anderson1@maryland.gov. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.\r\nPLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION\r\nCompleted applications, required documentation, and any required addendums may be mailed to:\r\nMaryland Department of Labor / Office of Administration\r\nAttn: Erika Leonard-Anderson 26-002043-0035\r\n100 S. Charles Street, 5th Floor\r\nBaltimore, MD 21201\r\nThe MD State Application Form can be found online\r\nMaryland Department of Labor, Licensing and Regulation is an equal opportunity employer. It is the policy of MD Labor that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.\r\n\r\n\r\n