ADMINISTRATIVE SPECIALIST I- Contractual Parental Defense Division

State of Maryland; Maryland; On-site; USD 42,000 - 60,000; Full time

Job summary

Maryland Office of the Public Defender seeks an Administrative Specialist I in Baltimore to support MDEC docket coordination, intake processing, and attorney assistance across the Parental Defense Division. The role requires strong organization, attention to detail, excellent communication, and proficiency with MS Word, Excel, Google Sheets, and the agency’s eDefender and MDEC systems.

You will interact with clients in legal settings, some may have experienced trauma, and bilingual candidates

Qualifications

• High school diploma or equivalent.
• Six months of administrative/clerical experience.

Responsibilities

• Manage data in case management and court filing systems (MDEC).
• Obtain contact information from the Department of Social Services and the clerk’s office for OPD intakes.
• Prepare daily docket and ensure timely intake and hearings.
• Assist attorneys with hearings and service of subpoenas.
• Input client information into eDefender and OPD databases.
• Handle reception and telephone inquiries from clients and families.
• File court documents in MDEC.
• Coordinate with detention centers for inmate transportation.

Skills

Data entry

Microsoft Word

Microsoft Excel

Google Sheets

Communication

Attention to detail

Education

High school diploma or equivalent

Tools

MDEC

eDefender

CJIS

JIS

Secure Case Search

Case management system

Westlaw

PACER

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. ; 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 [e-mail]

The Office of the Public Defender is seeking an individual to fill a full-time Administrative Specialist I position located in Baltimore City Parental Defense Division. The applicant must be detail- oriented with excellent communication 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 conditions, 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

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

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

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.

Inclusive Employment

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.