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ADMINISTRATIVE AIDE

Internal Only

Recruitment #23-002572-0036

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Introduction

Only Current Contractual employees of the Office of the Public Defender apply.

As 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.
All applicants must be able to effectively communicate with clients with different cultural and educational backgrounds and possess the ability to complete tasks in a fast-paced work environment.  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 

The Office of the Public Defender is seeking detail-oriented applicants with secretarial and administrative support to the Director of Social Work, Social Work Manager, Social Work Supervisors and professional staff in providing social work services to Office of the Public Defender clients in its district and division offices statewide.

GRADE

ASTD11

LOCATION OF POSITION

6 St. Paul Street, Suite 1502, Baltimore, MD 21202

Main Purpose of Job

An Administrative Aide is work providing secretarial support to an official, administrator or administrative staff. Employees in this classification type on keyboards of personal computers, using word processing software. Employees in these classifications may supervise lower-level secretarial or clerical employees. Employees in this classification receive supervision from an official, administrator or administrative staff.

POSITION DUTIES

*Provides administrative assistance to the Director, Manager, Supervisors, and staff, including contractual panel staff and student interns.
*Schedules and opens all Virtual trainings hosted by the Social Work Division. Schedules and attends all sessions for the New Student Orientation.
*Screens and directs incoming calls and emails from division social workers and interns regarding reports, requests and work needs.
* Assists with scheduling interviews for social worker position hires
.*Coordinates the hiring of panel social workers to include obtaining signed MOU and OPD social work agreements. Informs panel social workers of the invoicing and payment processes
.*Approves panel social worker payments in the absence of the Social Work Director.
*Drafts, prepares, and distributes correspondence on behalf of the Social Work Director and Manager to social work division staff members.
*Assists with the coordination of social work intern hiring including scheduling interview, obtaining applicant information, participation in group interviews and communicating intern placement offers to students.
*Assists with social work intern orientation programs including hiring, obtaining IT account access, ID badges, recording of training sessions and providing follow up and support to interns.
.*Responsible for CEU tracking for OPD social workers and panel social workers. Obtains signed affidavit form from CEU program attendees. Verifies attendance and issues CEU certificates. Maintains files for audit purposes.
*Coordinates the collection of monthly reports from social workers. Tracks receipt from all social workers and sends follow up notices as needed. Uploads monthly reports in shared division google drive.
*Collects and reviews division monthly expense reports for accuracy and completeness. Submits expense reports to Fiscal Division for processing and payment.
*Trains social work interns in proper office procedures, policies and etiquette.
*Schedules staff meetings and team social work division events.
*And other duties as assigned by the SW Director or Management Team.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years performing secretarial work or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. 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.

3. 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.

DESIRED OR 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 Google Apps, Microsoft Word, Excel and Outlook. Excellent oral and written communication skills. Working knowledge and or experience with Social Work Services.

LIMITATIONS ON SELECTION

Only Current Contractual employees of the Office of the Public Defender apply.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE.

SPECIAL REQUIREMENTS

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

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 place on the employment (eligible) list for at least one year.

EXAMINATION PROCESS

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

FURTHER INSTRUCTIONS

Online Applications Preferred.

Please fax all paper applications and questionnaires to (410) 333-8134. Inquiries 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) 767-8497, toll free: 877-430-5187; TTY 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. 

As an Equal Opportunity Employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.



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