Office Secretary III

State of Maryland•Baltimore City, MD

About The Position

The Maryland Emergency Medical Services (EMS) System is a coordinated statewide network that includes volunteer and career EMS clinicians, medical and nursing personnel, communications, transportation systems, trauma and specialty care centers and emergency departments. The Maryland Institute for Emergency Medical Services Systems (MIEMSS) oversees and coordinates all components of the statewide EMS system in accordance with Maryland statute and regulation. This includes planning, operations, evaluation, and research. MIEMSS provides leadership and medical direction, conducts and supports EMS educational programs, operates and maintains a statewide communications system, designates trauma and specialty centers, licenses and regulates commercial ambulance services, and participates in EMS-related public education and prevention programs. MIEMSS is seeking a Data Analysis & Information Management Office Secretary. This position is open to current employees of Maryland Institute for Emergency Medical Services Systems (MIEMSS) only GRADE 10 LOCATION OF POSITION 653 W. Pratt Street Baltimore, Maryland 21201 POSITION DUTIES The Data Analysis & Information Management office Secretary plays a pivotal role in ensuring the smooth operation of daily administrative tasks. This position involves managing communications, maintaining records, coordinating meetings, and handling travel documentation, all while supporting the broader organizational goals. This position is responsible for entering data related to Automated External Defibrillators (AED) into relevant databases. This position is also responsible for assisting the Data Analyst in downloading and organizing data from Electronic Maryland EMS Data System (eMEDS).

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 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.
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.

Nice To Haves

Organizational and problem solving skills, and the ability to multitask and prioritize tasks
Proficient in Google Apps, Microsoft Word, Excel and Outlook
Excellent oral and written communication skills.

Responsibilities

Perform various office duties as needed using office technology, including Xeroxing, faxing, printing, scanning, and filing
Process data into relevant databases relating to Automated External Defibrillators (AEDs).
Maintain and organize records, ensuring data integrity and confidentiality, and accurately disseminating required data
Coordinate travel plans, including booking transportation and accommodations
Handle routine phone calls: requires the ability to screen and route all calls to the appropriate person. Provide alternatives to callers when the person they wanted to speak with is unavailable.
Serves as the point of contact for internal and external inquiries for the Data Analysis and Information Management Department.
Assist in downloading and organizing data from eMEDS, ensuring data accuracy and confidentiality
Reconcile monthly credit card statements
Monitor and restock office supplies as needed
Other duties as assigned