ADMINISTRATIVE SPECIALIST I

at  State of Maryland

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.
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 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 an individual to fill a full-time Administrative Specialist I position located in Baltimore City Juvenile Division. 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 on individual clients. The applicant must also be proficient in Microsoft Word, Excel, Google Suites.
The 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.

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 & Basic Legal programs.

MAIN PURPOSE OF JOB

An Administrative Specialist I Serves as a MDEC docket coordinator, to ensure all clients are represented, assists with obtaining information to assist intake 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).
• Obtains phone numbers, email and contact information from DJS 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 CJIS, 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 arraignment dates and for emergency arraignments in a timely fashion on the same day.
• Reviews the Monthly Odessey report document every 5 days to check for new clients to be added to the docket. Performs a final review the day before each scheduled docket to ensure no clients have been missed.
• Monitors the Weekly Detention lists sent by the JPD division and communicates with attorneys to ensure all clients are represented and whereabouts are known.
• Serves as OPD liaison with court personnel and various detention centers to ensure intake and transportation of all incarcerated clients for daily hearings.