ADMINISTRATIVE SPECIALIST I- Contractual (Parental Defense Division)

MD; Baltimore (MD); On-site; USD 42,000 - 54,000; Full time

Job summary

Maryland Office of the Public Defender (MOPD) is seeking an Administrative Specialist I to manage docket coordination, intake assistance, and data entry to ensure clients are represented efficiently.

Responsibilities include assembling case files, conducting conflict checks, and interfacing with court staff while supporting attorneys in hearings and document management.

Qualifications

• High school diploma or equivalent required.
• Six months of administrative/clerical experience required.
• Substitutions: 30 college credits for experience; military service for experience.

Responsibilities

• Coordinate daily docket and assist intake to determine eligibility.
• Prepare and organize case files, including forms and releases.
• Input client information into OPD databases and gather discovery.

Skills

Administrative support

Data entry

Communication skills

Education

High school diploma or equivalent

Tools

MDEC

eDefender

CJIS/JIS/ Secure Case Search

Job description

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 fulfill various responsibilities, and may need to 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. 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 [e-mail]

GRADE

STD0010

LOCATION OF POSITION

300 N. Gay Street 2nd floor, Baltimore, Maryland 21202

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 the Department of Social Services (DSS) and the clerk’s office to complete OPD intakes.
• Ensure all intakes are completed timely at least one hour prior to emergency shelter hearings and at least two weeks prior to other hearing dates.
• Transmits information to assigned shelter staff attorneys and locates panel attorneys for conflict cases prior to shelter hearings and other hearings.
• Responsible for case file preparation which entails conducting a conflict check, ensuring each client’s file has all standard forms, petitions, and releases at least two weeks prior to the assigned court date, and entries of appearance are filed.
• 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 electronic case management system.
• Assist Attorneys in preparing for hearings(preparing and arranging for service of subpoenas, scheduling witnesses, 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 court documents in MDEC.
• Reception/telephone interaction with clients, families, court personnel.
• Intake application collection and data entry (eDefender case management system).
• Checks OPD email inbox for MDEC documents and drop them into eDefender file.
• Sorts and distributes office mail.
• Accept and timely distribute Petitions for Guardianship and Show Cause Orders in Termination of Parental Rights cases.
• Serves as OPD liaison with court personnel and various detention centers to ensure intake and transportation of all incarcerated clients for daily hearings.
• Assist with tracking client supplies in office closet.

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

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.

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

• Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits 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 contractual employee at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

Online Applications and Resumes Preferred. Please fax all paper applications, resumes and questionnaires to [phone].

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 [phone], toll free: 877-430-5187; TTY users call Maryland Relay Service 800-735-2258. [e-mail].

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.