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OFFICE SECRETARY III

Contractual

Recruitment #18-001362-0076

Introduction

The Office of the Public Defender is a statewide independent agency charged with providing superior legal representation for indigent defendants.  The agency’s vision is Justice, Fairness and Dignity for all.  Employees are committed to the core values of culture of excellence, client centered representation, tenacious advocacy, and are united in achieving the agency’s mission.

The Office of the Public Defender is seeking detailed oriented applicants with legal secretarial experience who are familiar with legal terminology and possess excellent organizational and writing skills, as well as, problem solving skills and significant customer service experience with the ability to work independently.  We are looking for someone who knows how to create/format pleadings and discovery documents.    The Office Secretary III will be responsible for providing administrative support to the attorney’s and Management in the Parental Defense Division and also assist with Client Qualification and File Preparation for the Hall of Records.  The Contractual Office Secretary III vacancy is located at 300 N. Gay Street office, inside of the Juvenile Justice Center.   Our clientele come with a plethora of issues stemming from normal to extreme mental health.  The work environment changes on a daily basis and can be hostile at times.   

GRADE

10

LOCATION OF POSITION

300 N. Gay St. Baltimore, MD 21202

Main Purpose of Job

An Office Secretary III is work providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary classifications type on typewriters or on keyboards of personal computer, computer terminal or word processor. Employees in this classification may supervise lower-level clerical employees.

POSITION DUTIES

Assist staff attorneys with typing of any and all legal correspondence (motions, subpoenas, pleading)

Request and Maintain Motions and Discovery

Ability to lift 20lbs or more

Schedules meetings and interviews as requested by attorneys and management

Type client correspondence

Conduct Research using Westlaw

Conduct client case interviews as well as witness interviews

Assist administrative staff and attorneys with special case research projects 

Create/modify reports and documents as requested by staff attorneys or administrative staff

Makes photocopies, faxes documents and performs other clerical functions

Update Prolaw Database with client information

Assist with the preparation of client files/intake

Files papers and documents into appropriate client files

Helps maintain staff employee directory

Update Division Calendar

File client correspondence

Update and Maintain Panel Attorney Log

Maintain Office Equipment

Perform other duties as assigned

MINIMUM QUALIFICATIONS

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.

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 Microsoft Word, Excel and Outlook. Excellent oral and written communication skills.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

SPECIAL REQUIREMENTS

Ability to lift 20lbs or more.  Files for the Hall of Records must be placed in storage boxes and stacked for transport. Demonstrated ability to accurately type on a keyboard of 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 placed 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 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.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program (the Program), have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents.  As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a temporary/contractual employee who has worked 120 days in a 12 month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year. 

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) 767-8500, 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.