ADMINISTRATIVE SPECIALIST II- Calvert and St. Mary’s County

About the job

Introduction

Internal MOPD employees only.\r\n\r\n\r\nAs a State agency, Maryland Office of the Public Defender (MOPD) is an affirmative action and equal opportunity employer. MOPD is committed to the full inclusion of all qualified individuals without regard to race, color, religion, sex, physical or mental disability, age, sexual orientation, gender identity, national origin, veteran status or genetic information.\r\n\r\n\r\nAll applicants must be able to communicate effectively with clients and visitors and possess the ability to complete tasks in a fast-paced work environment.  Applicants must be able to work in various positions, and travel to various courtrooms and office environments in the jurisdiction MOPD is further committed to providing equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs and activities by modifying or adjusting the job application process or the job or work environment to make reasonable accommodations to the known applicant or employee to enable the applicant or employee be considered for the position they desire; to perform the essential functions of the position in question; or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation imposes an undue hardship.� Applicants must be able to operate a computer and other office equipment. Applicants must have access to a motor vehicle or be able to navigate public transportation. If a reasonable accommodation is needed, please contact Tawanda Jackson, Human Resources Supervisor, 410-767-8503  tawandal.jackson@maryland.gov�\r\n\r\n\r\nThe Office of the Public Defender is seeking an individual to fill a full-time Administrative Specialist II position located in St. Mary’s County, Maryland.� The applicant must be detail- oriented with excellent communications skills, and exceptional organizational, critical thinking, and problem-solving skills. The applicant must be proficient in computer- based data collection including filing in Maryland’s electronic court system (MDEC), and organizing and updating the confidential Public Defender electronic filing system for individual clients. The applicant must also be proficient in Microsoft Word, Excel, Google Suites.��\r\n\r\n\r\nThe applicant will be responsible for data entry into case management, sorting case files, downloading discovery, answering phones, drafting letters, and other office duties.� This position involves significant client contact with clients who have experienced and are experiencing trauma. There will also be contact with clients who may be suffering from a mental health issue, substance use disorder, poverty, and other circumstances. This position will require interaction with clients and their families in the office, courthouse, and may require visits to local detention center facilities.� Bilingual candidates are encouraged to apply. Knowledge of and interest in trauma-informed service for clients is a plus.�\r\n

GRADE

STD0011

LOCATION OF POSITION

200 Duke Street, Suite 1400, Prince Frederick, MD 20648\r\n23110 Leonard Hall Drive, Leonardtown, MD 20650\r\n

Main Purpose of Job

Administrative Specialist II is the full performance level of administrative work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies.\r\nEmployees in this classification do not supervise. Employees in this classification receive supervision from a higher-level administrator.� The Administrative Specialist II will provide essential secretarial, intake, and administrative support for the Assistant Public Defenders assigned to Calvert and St. Mary’s offices. Serving as back up to the Office Manager to ensure an accurate reflection of the eligibility status for all defendants and managing attorney assignments.\r\n

POSITION DUTIES

• Case Management & File Preparation: Open and update cases in the agency management system, input client details, and complete file jackets.\r\n* Assemble, review, and ensure all standard forms, motions, and documentation (retrieved via MDEC Documents, Secure Case Search, and agency systems) are included in case files prior to court dates.�\r\n* Legal Drafting & E-Filing: Prepare and electronically file lines of appearance, routine motions, and other legal documents with the Maryland Electronic Courts (MDEC), Clerk, and ASA offices.�\r\n* Compose introductory client letters and request discovery from the State’s Attorney’s Office.\r\n* Docket & Schedule Management: Prepare dockets and review them every 5 days for new clients, conducting a final review the day before scheduled dates.�\r\n* Prioritize the timely delivery of completed case files to attorneys.�\r\n* Client & Inter-Agency Coordination: Screen and direct incoming calls from clients, Judges, and State’s Attorneys; assist callers with case-related information and record detailed messages.�\r\nConduct intake qualifications for Violation of Probation hearings, issue notices to former clients, and request records (including MVA driving records and audio/transcript requests) from appropriate agencies as directed.�\r\nAdministrative & Back-up Support: Sort and distribute mail, process certificates from the Commissioner’s Office, and download electronic discovery (documents and videos).�\r\n* Provide back-up coverage for intake, secretary and the Office Manager, along with other duties as assigned.\r\n\r\n

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.\r\nExperience: One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.\r\nNotes:\r\n1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.\r\n2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.\r\n

DESIRED OR PREFERRED QUALIFICATIONS

PREFERRED QUALIFICATIONS:Experience working in a law office or court system. Good organizational and problem solving skills, and the ability to multi-task. Highly proficient in Microsoft Office Suite Software and� Google Applications. Excellent oral and written communication skills. Working knowledge and or experience with MDEC.\r\n

LIMITATIONS ON SELECTION

THIS RECRUITMENT IS LIMITED TO CURRENT EMPLOYEES OF THE OFFICE OF THE PUBLIC DEFENDER.\r\n

SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation�as needed to access meetings, remote locations, and job destinations as assigned.\r\n

SELECTION PROCESS

Applicants who meet the minimum qualifications will be admitted to the examination for this classification. Successful candidates will be ranked as BEST QUALIFIED, BETTER QUALIFIED, OR QUALIFIED and placed on the employment (eligible) list for at least one year.\r\n

EXAMINATION PROCESS

The examination will consist of a rating of your education, training and experience related to the requirements of the position. You may be required to complete a qualifications supplement, or the rating may be based on your application. Therefore, it is important that you provide complete and accurate information on your application. Report all experience and education that is related to this position.\r\n

BENEFITS

STATE OF MARYLAND BENEFITS\r\n

FURTHER INSTRUCTIONS

\r\nOnline Applications and Resumes Preferred. Please fax all paper applications and resumes and questionnaires to (410) 333-8134.�\r\nInquiries regarding applications and submitting paper applications can be directed to: Office of the Public Defender, Human Resources Division, 6 Saint Paul Street, Suite 1304, Baltimore, MD 21202; or by calling (410) 767-8500, Janynee.Bailey-Covington@maryland.gov, toll free: 877-430-5187;�\r\nTTY users call Maryland Relay Service 800-735-2258. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing. A paper copy of the MD State application form and questionnaire can be downloaded from the link below.��\r\nAs an Equal Opportunity Employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We welcome Veterans and thank them for their service to our country.\r\n\r\n