ADMINISTRATIVE SPECIALIST II Internal-Current Contractual Employees of OPD only

State of Maryland; Maryland; On-site; USD 42,000 - 66,000; Full time

Job summary

Maryland Office of the Public Defender (MOPD) is seeking an Administrative Specialist to support grant initiatives, monitor budgets, develop data collection tools, and assist with purchasing and PDD operations. The role involves significant client contact in a fast-paced environment and requires the ability to travel to various courtrooms and offices within the jurisdiction.

Preferred candidates have experience with Microsoft Office, data management, and strong organizational skills.

Qualifications

• High school diploma or equivalent.
• One year of administrative/clerical work experience.
• 30 college credits may substitute for required experience.
• Military service may substitute for required experience on a year-for-year basis.

Responsibilities

• Monitor grant budgets and develop data collection tools for tracking.
• Create budget trackers and input actual expenses versus projections.
• Provide insights on budget discrepancies to project leadership.
• Create Excel spreadsheets for grant staff data reporting.
• Assist with data collection and analysis for grant activities.
• Coordinate client transportation and onboarding/training logistics for Title IV-E funded projects.
• Maintain databases and ensure eDefender entries are accurate.

Skills

Data entry

Clerical work

Office equipment operation

Bilingual support

Trauma-informed service

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Apps

MDEC

Job description

Introduction

Internal MOPD Contractual employees only. 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.

Introduction

Internal MOPD Contractual employees only. 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 [e-mail]

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. This position will require significant contact with outside entities hosting conferences, training courses, and other related business. Bilingual candidates are encouraged to apply. Knowledge of and interest in trauma-informed service for clients is a plus.

GRADE

STD0011

LOCATION OF POSITION

217 E. Redwood Street, Baltimore, MD 21202

Main Purpose of Job

The Administrative Specialist will assist with the implementation of OPD’s grant initiatives by monitoring grant budgets, developing data collection tools, executing purchasing protocols, and supporting the Parental Defense Division’s Title IV-E grant activities.

POSITION DUTIES

Title IV-E Budget Monitoring And Data Implementation

• Create budget trackers to monitor project costs, detailing the anticipated costs over time.
• Maintain trackers by inputting actual expenses and comparing to anticipated costs.
• Provide insight to project leadership on budget discrepancies.
• Create Excel spreadsheets for grant staff to input client data required for project reporting.
• Assist with data collection and analysis.

Purchasing

• Ensure documentation is complete for project purchases.
• Execute requisitions and reconcile monthly expenses.
• Communicate status of orders with staff.

Parental Defense Division Operations

• Coordinate client transportation, including scheduling Uber rides, maintaining the Uber spreadsheet, and analyzing usage for discussion with the legal team.
• Coordinate in-house onboarding & training scheduling, setting up the virtual links, CLE administration, and related tasks.
• Handle registration and logistical details for outside training supported by Title IV-E funds.
• Database support, including maintaining contacts in MDEC, ensuring eDefender entries are accurate.
• Maintain the PDD panel attorney spreadsheet and panel matters in eDefender.
• Coordinate communications with panel attorneys regarding training and other information from the Division Chief. *Assist with administrative needs as directed by PDD management.

Minimum Qualifications

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

Experience: One year 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.

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 Office Suite Software and Google Applications. Excellent oral and written communication skills. Working knowledge and or experience with MDEC.

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 Office Suite Software and Google Applications. Excellent oral and written communication skills. Working knowledge and or experience with MDEC.

Special Requirements

Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

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.