Administrative Aide

About the Role

The Maryland Department of General Services (DGS) supports state and local agencies, nonprofit organizations, and Maryland residents through facilities management, real estate and surplus property services, and security and law enforcement for state buildings. The department also delivers a broad range of facilities engineering, design, and construction services, manages nearly $1 billion in annual contracts, and oversees the state procurement process. DGS invites candidates to join its team in a service-focused environment.

Position Details

Grade: ASTD11

Work Location: Annapolis State Office Complex, 29 Saint Johns Street, Annapolis, MD 21401

Role Summary

This position provides administrative assistance to the Division Commander of the Field Operations Bureau of the Maryland Capitol Police and to the wider bureau team. The role helps advance the agency’s mission by organizing and recording departmental activity and by supporting clear communication inside the organization and with outside stakeholders.

Duties

The selected candidate will handle a range of administrative and clerical tasks for the Annapolis Division. Key work includes managing records connected to payroll, personnel files, performance reviews, training documentation, and certification files. The role also serves as a point of contact for requests from the Chief of Police, members of headquarters, the Department of General Services, and the public. In addition, the position involves transcribing recorded police interviews related to incidents, complaints, or allegations involving the department or its staff.

Minimum Qualifications

Applicants should have completed high school from an accredited institution or hold a high school equivalency certificate. They must also have four years of secretarial or clerical experience that includes typing responsibilities.

Substitutions

• Additional secretarial or clerical experience may be used in place of the education requirement on a year-for-year basis.
• Thirty college credit hours in secretarial science or office technology from an accredited college may replace one year of experience, up to a maximum of two years of the required experience.
• Relevant U.S. Armed Forces service as a non-commissioned officer in administration, clerical, or office services specialties may substitute for the experience requirement on a year-for-year basis.

Preferred Experience

Applicants with the following background will be given preference:

• Experience creating, updating, and putting office procedures into practice.
• Experience handling phone calls, greeting visitors, and arranging meetings and interviews.
• Experience safeguarding the confidentiality of records and reports.

Special Requirements

A typing speed of at least 40 words per minute on a personal computer keyboard may be required depending on the needs of the specific assignment.

Selection Process

Applications must be complete and accurate, and all relevant education and experience should be included by the closing date. Late-submitted qualifications will not be reviewed. Part-time, temporary, and volunteer work may be counted based on hours worked per week, provided the time spent is clearly shown on the application.

If a degree or college credit is required, a transcript must be submitted before an offer is made. Candidates will be evaluated on education, training, and experience, and those who qualify will be placed on an eligibility list ranked as Best Qualified, Better Qualified, or Qualified. The list remains valid for one year and may be extended, and it may also be used to fill future openings in the same classification.

Selected applicants may need to complete and pass both State and Federal fingerprint background checks before hire. Any applicant must be legally authorized to work in the United States under the Immigration Reform and Control Act.

Benefits

• Tuition reimbursement, when funding is available and the employee qualifies
• Free mass transit in Baltimore and Annapolis
• Paid leave that grows with years of service
• Paid holidays
• Health insurance with low out-of-pocket expenses
• Employee and employer pension contributions

Application Instructions

Questions about this recruitment may be directed to Keri.Williams1@maryland.gov or 410-767-5081. Online submission is strongly preferred. If submitting by mail, send the paper application to Human Resources, Department of General Services, 301 W. Preston St., Suite 1311, Baltimore, MD 21201, by the closing date and time. TTY users should contact Maryland Relay.

Equal Opportunity

Maryland is an equal opportunity employer and seeks a workforce that reflects the diversity of the state. Candidates with disabilities and bilingual applicants are encouraged to apply. Veterans are thanked for their service and encouraged to consider this opportunity.