OFFICE SECRETARY III

Join the Maryland Department of Juvenile Services (DJS) and make a meaningful impact on youth and the community. This role provides comprehensive clerical, administrative, and student records management support to the Juvenile Services Education Program (JSEP). Responsibilities include obtaining, maintaining, auditing, and safeguarding student educational records in compliance with federal, state, and local laws, regulations, and policies. The position supports school administrators, counselors, teachers, students, families, and sending local education agencies (LEAs) by ensuring the accuracy, integrity, confidentiality, and timely processing of student information and educational records.

JSEP is committed to providing holistic learning experiences that promote student wellness, academic achievement, successful transitions, and college and career readiness. This role contributes to continuous improvement efforts by maintaining high-quality student records, supporting data accuracy, embracing organizational change, and providing responsive customer service to internal and external stakeholders.

About the Role

The core framework of adaptive leadership in JSEP focuses on four key areas:

• Mobilizing Action: Guiding teams to act on and solve complex, systemic problems together.
• Adaptive vs. Technical Challenges: Differentiating between technical problems (solvable by experts) and adaptive challenges, which require collective learning and new ways of working.
• Strategic Situational Awareness: Demonstrating strong interpersonal skills through personal introspection, collaboration, collegiality, and adaptability to change.
• Balancing Continuity and Change: Demonstrating a commitment to the values and norms of the organization.

The core framework for the brain science of learning in JSEP involves developing enabling conditions for maximizing adult and student learning through holistic approaches grounded in cognitive psychology principles.

Responsibilities

• Request, obtain, and track official educational records for newly enrolled students through written correspondence, secure electronic transmission, telephone, email, fax, and other approved communication methods with Local Education Agencies (LEAs), the Department of Juvenile Services (DJS), nonpublic schools, correctional education programs, and other authorized agencies in accordance with JSEP policies, FERPA, COMAR, and the Maryland State Records Manual.
• Request educational records for newly assigned students from Local School Systems (LSS), DJS, other agencies, and/or pupil services personnel via writing, phone, email, and fax per JSEP policies and procedures.
• Monitor outstanding records requests and conduct timely follow-up with sending schools and agencies to ensure prompt receipt of complete educational records and minimize interruptions to student educational services.

Requirements

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Three years performing secretarial or clerical work involving typing duties.

Additional Notes:

• Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• 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.
• U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes may be substituted on a year-for-year basis for the required experience.

Qualifications

The preferred candidate may possess any of the following qualifications:

• At least one year of experience performing secretarial duties for a senior-level administrator or executive.
• At least one year of experience working with Microsoft Office Suite.
• Experience coordinating and planning meetings and events.
• Strong written and oral communication skills.
• Ability to prioritize and multi-task effectively.
• Strong time management, priority setting, and problem-solving skills.

Special Requirements

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

Benefits

This position offers the benefits provided by the State of Maryland.