Document Scanning Specialist Administrative Specialist Iii

Introduction

Maryland’s Family and Medical Leave Insurance (FAMLI) program makes sure all workers in Maryland have paid time off for medical and family reasons. FAMLI is a social insurance system covering 2.6 million workers and 180,000 employers, delivered as a digitally native, public-facing service. We’re in the early stages of building something as big and as far-reaching as unemployment insurance or a new health department.

We know that delivering services primarily through a website, over the Internet, is a new way of doing business in government. This position will provide administrative support and assistance to the Executive Associate II in the Central Services domain by handling daily on site mail operations, document scanning into Salesforce, and mail/print distribution. 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.

STD
0012

100 S. Charles Street

Baltimore, Maryland 21201

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.

Responsible for mailroom activities, including distribution, scanning documents into Salesforce, adhere to records retention policies by facilitating proper storage and disposal, and coordinating small batches of mail as needed - including printing, postage, stuffing and delivery to central mailroom.

Manage equipment logistics, track on-site inventory, execute purchasing tasks, submit requisitions, work with procurement to process orders, and manage forms and signatures. Serve as an Accountable Officer and maintain inventory records for fixed assets. Conduct inventory assessments as required. Report missing or stolen inventory. Take steps to retrieve equipment from offboarding employees, including referral to CCU as appropriate.

Assist human capital with hiring or interview activities as needed, onboarding/offboarding employee equipment.

Serve as a Safety Ambassador by providing coordination assistance with evacuation, crowd control, and ensure safety at assembly areas. Direct evacuees to rally point, assist with Evac chair + 500H operations, relocate individuals to refuge areas/vestibules, ensure safety chair is in proper working order. Attend mandatory Safety Ambassador meetings. Submit work orders as needed, proactively maintain office supplies and initiate repair requests for the work environment.

Other related duties, as necessary.

• Graduation from an accredited…