OFFICE SUPERVISOR

at  State of Maryland

INTRODUCTION

“Together, we are building a stronger Maryland.”

• Governor Wes Moore

Do you want to join a dynamic, innovative team? Join one of the State of Maryland’s largest agencies, the Maryland Department of Public Safety and Correctional Services (DPSCS)! When you work at DPSCS, it’s an opportunity to support and impact our large workforce, help ensure the public safety of Maryland’s residents and change the lives of returning citizens.
Visit our website to learn more about the work we do https://dpscs.maryland.gov/

MINIMUM QUALIFICATIONS

Applicants must meet all minimum (and selective) qualifications to be considered, and to appear on the list of people eligible for hire. Please read all requirements before applying.
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Four years of experience performing clerical duties.

DESIRED OR PREFERRED QUALIFICATIONS

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

• Experience facilitating administrative processes for offenders or parolees.
• Experience with requesting records for the Attorney General’s Office and maintaining accurate records of offenders received or released
• Experience reporting work assignments and status, as well as evaluating the work of a clerical or support team.

This position serves under the Case Management Manager and supervises the clerical support staff member(s) assigned to the case management unit. This position gives assistance to the Case Management Department by facilitating administrative processes for offenders’ releases to include parole releases, mandatory supervision releases, notification to Parole and Probation, etc. Also, this position maintains records of offenders received and released; maintains record retention/disposal schedules; requests record from Hall of Records for the Attorney General’s Office; case management purposes, etc.; Ensures appropriate year’s releases are boxed up, properly labeled and transferred to Hall of Records. Plans, schedules, direct, reviews and evaluates the work of a clerical team. Maintains records of assignments and reports status of work to the supervisor as required. In addition, this position ensures adequate staffing levels; participates in the recruitment process and recommends hiring of new clerical staff; trains clerical staff; recommends formal training for subordinates; Makes recommendations to supervisor concerning new or revised clerical procedures and operations. Performs general administrative functions, coordinates data collection for reports and studies, independently prepares reports and develops more efficient or improved clerical procedures. This position also responds to inquiries from telephones callers and visitors, redirecting calls or providing information, which may require a detailed knowledge of the agency’s functions and interpretation of various rules, regulations and procedures. The Records Supervisor reviews and authorizes requisitions for supplies via eIMS and recommends purchase of new office equipment. Furthermore, this position ensures proper filing, proper maintenance of the records office and performs other duties as required.

• Adheres to department and statewide rules & regulations
• Supervises/ensures maintenance, proper storage and retrieval of inactive records of offenders Released from custody of the Division of Pretrial & Detention Services in accordance with applicable laws, Regulations, policy and procedures
• Ensures that files for newly arrived Incarcerated Individuals are retrieved daily from pretrial services
• Ensures proper filing of documents in offender’s base files
• Maintains record of staff assignments and reports the status of unit operations to the BCBIC Case Management Department Manager
• Assist in the administration of an assigned program and/supervision of an operational unit within the agency; responsible for preparation of final reports and suggest recommendations for Improvement of the agency
• Provides training to subordinate staff on standard operating procedures and changes in regulations and procedures, which affect the maintenance of inactive offender records
• Communicates clearly/effectively and shows strong interpersonal skills
• Works to implement department’s goals
• Promotes cooperation with other areas of the Department and other agencies
• Conducts random reviews of inactive offender to ensure compliance with applicable policies and Procedures
• Orders, receives and distributes office supplies and materials
• Other duties as assigned