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ADMINISTRATIVE SPECIALIST I

INTERNAL CONTRACTUAL EMPLOYEES ONLY

Recruitment #25-001755-0010

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Introduction

   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. 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.

   All 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. 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 an individual to fill a full-time Administrative Specialist I position located in the Parental Defense Division’s Baltimore County office.  The applicant must be detail- oriented with excellent communications, 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 on individual clients. The applicant must also be proficient in Microsoft Word, Excel, and Google Suites.

 The applicant will be responsible for data entry in the case management system, sorting case files, downloading discovery, answering phones, drafting letters, and other office duties.  This position involves significant contact with clients who have experienced and are experiencing trauma. There will also be contact with clients who may be suffering from mental health issues, substance use disorder, poverty, and other circumstances. This position will require interaction with clients and their families in the office and 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.

GRADE

10

LOCATION OF POSITION

200 Washington Ave, Towson, MD 21402

Main Purpose of Job

An Administrative Specialist I Serves as a MDEC docket coordinator, ensures all clients are represented, performs client intakes by obtaining information to make eligibility determinations, prepares daily docket and assists attorneys.

POSITION DUTIES

* Manage database at the administrative facing level, organizing and gathering data, use of case management and court filing system (MDEC).

*Obtain phone numbers, email and contact information from DSS and the clerk’s office to complete OPD intakes. 

*Responsible for docket preparation and filing which entails ensuring each client’s file has all standard forms and motions two weeks prior to the assigned court date. 

*Assemble, prepare and review case files to ensure all required information and documentation is included for use by attorneys by utilizing JIS, Secure Case Search and agency case management system to obtain court dates, case numbers, conflicts, jail locations and attorney assignments. 

*Inputs client information into the agency case management system and completes a case file jacket with applicable information. 

*Assist Attorneys in preparing for trial (scheduling, file management and organization, client contact) *Arrange for transcription service such as court reporting or Accuscribe

*Assist OPD attorneys with entering data in OPD’s database, eDefender 

*Collect and organize discovery, download video discovery

*Assist with filing physically and/or electronically

*Reception/telephone interaction with clients, families, court personnel 

*Intake application collection and data entry (eDefender case management system)

*Ensure all intakes are completed at least one week prior to hearing dates and for emergency shelters in a timely fashion on the same day. 

*Reviews the daily Shelter Care  report document every morning  to check for new clients to be added to the docket. Check the preliminary hearing report daily for any parents who may need to be qualified and assigned counsel.

**Serves as OPD liaison with court personnel and various detention centers to ensure intake and transportation of all incarcerated clients for daily hearings. 

MINIMUM QUALIFICATIONS

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

Experience: Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.

2. 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.

DESIRED OR PREFERRED QUALIFICATIONS

Advanced database management experience is a plus. Working experience with legal research. Expertise with MS Word, advanced Excel and Google Sheets. Advanced knowledge of Pacer, Case search, Westlaw and Basic Legal programs.

LIMITATIONS ON SELECTION

Limited to Current MOPD Contractual Employees

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you  meet the qualifications for this recruitment. All information concerning your qualifications  must be submitted by the closing date. We will not consider information submitted after this  date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and  placed on the eligible (employment) 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

FURTHER INSTRUCTIONS

Online Applications Preferred. Please fax all paper applications and questionnaires to (410)  333- 2260.

 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.Saundra.Sheed@maryland.gov.  Please be sure to include your name, identification number (Easy ID#)  and job announcement number on any documentation to ensure timely processing. 

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. We thank our Veterans for  their service to our country and encourage them to apply. People with disabilities and bilingual  candidates are encouraged to apply.


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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