Office Manager (ADMINISTRATIVE OFFICER III)

State of Maryland - Office of the Attorney General; Baltimore (MD); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health benefits

Pension plan

Transit benefit

Job summary

The Office of the Attorney General for Maryland seeks an Officer Manager/Administrative Officer III to provide essential administrative and financial support to the MDOT MTA OAG. You will assist a Deputy Principal Counsel, an Assistant Deputy Principal Counsel, and nine Assistant Attorneys General, while coordinating office operations and ensuring efficient budget management.

The role requires solid organizational skills, experience in budgeting and document management, and the ability to work

Qualifications

• Provides administrative support and secretarial duties for the Office; drafts routine documents and maintains records.
• Develops and monitors the annual operating budget; processes invoices and purchasing activities.
• Leads administrative staff; trains team; coordinates office policies and procedures.

Responsibilities

• Provides administrative and secretarial support, conducts basic legal research as directed by attorneys, and handles confidential documents.
• Manages budgets, invoices, purchasing, and IT needs; coordinates staff workload and timekeeping.
• Coordinates meetings, travel, and events; maintains calendars and office coverage; supports recruitment and onboarding.

Skills

Administrative support

Budgeting

Office management

Communication skills

Legal research

Education

High school diploma or GED

Tools

Budgeting software

Job description

Introduction

The Attorney General is the chief legal officer of the State of Maryland. The Office of the Attorney General (OAG) has the general charge, supervision, and direction of the State’s legal business, acting as legal advisors and representatives of the major agencies, various boards, commissions, officials, and institutions of State Government. The OAG also protects the public by civil enforcement of antitrust, civil rights, consumer protection, and securities laws and regulations and by the prosecution of organized crime, Medicaid fraud, environmental crimes, insurance fraud, state tax evasion, and other statutorily assigned matters. As Maryland’s 47th Attorney General, Anthony G. Brown leads the Office with a critical focus on equity, justice, and fairness.

GRADE

STD0015

LOCATION OF POSITION

6 St Paul St.
Suite 1200
Baltimore, MD 21202

Main Purpose of Job

The Maryland Department of Transportation, Maryland Transit Administration (MDOT MTA) is in search of an Officer Manager/Administrative Officer III. This position provides administrative support to MTA OAG, one Deputy Principal Counsel, one Asst. Deputy Principal Counsel and nine Assistant Attorneys General. The position assists MTA OAG staff, and interacts with MTA directors, chiefs, managers, and other staff. The position performs financial, organizational, and administrative duties. The position requires regular contact with MTA personnel, other MDOT modals, administrations and State agencies, court personnel and state, federal and local government entities. The position’s duties are necessary for the effective operation of the MTA legal office, to ensure that all personnel and administrative operations, including budgetary matters, are handled efficiently.

POSITION DUTIES

• Legal Administrative Support: Provides administrative and secretarial support to the Office; conducts legal research and analysis for projects as directed by the attorneys; prepares reports, surveys, and summaries of complex documents; prepares legal, general and confidential correspondence; drafts legal documents, pleadings, contracts, briefs, deeds, and other materials at the direction of the attorneys; maintains the law library and other legal resources of the Office; organizes and maintains manual and electronic documents, books, databases, files and records; maintains and organizes case files and records; handles confidential personnel files and provides support for performance evaluation process; screens client and citizen calls and requests for information; manages calendars, appointments, and schedules; coordinates meetings, programs, or events; and assists with training and travel arrangements.
• Budget (Invoices/Purchasing): Following MTA procedures, prepares the annual operating budget for the Office for review and approval by the Deputy Principal Counsel; monitors the budget on a regular basis to ensure compliance with MTA procedures; manages the purchasing of furniture, supplies and equipment for the Office with approval of Principal Counsel; manages the payment of invoices; maintains comprehensive knowledge of MTA Finance and budgeting procedures; monitors use of MTA issued purchasing card; and manages Information Technology needs for the Office.
• Office Management: Leads assigned administrative support staff; trains assigned staff on duties and functions in the Office; ensures that training requirements are met; maintains appropriate Office coverage; and participates in recruitment of assigned staff. Assists Deputy Principal Counsel and Assistant Deputy Principal Counsel in creating Office policies and procedures for administrative workflow processes; strives to improve efficiency and quality; and assists with Office operations and procedures. Assist with time keeping processes to track leave and approvals of time.
• Communications: Communicates as appropriate with supervisors, client agency, other branches or units of government, and the public to ensure the timely, thorough, and accurate flow of information; responds to public inquiries using procedures that comply with the law and policies of the client and the Attorney General. Routinely communicates on an as needed basis with Deputy Principal Counsel and Assistant Deputy Counsel to coordinate the efficient management of the Office.
• Professionalism: Maintains a professional demeanor in all communications and interactions with the public and clients. Assists Deputy Principal Counsel and Assistant Deputy Principal Counsel in complying with the relevant rules of professional responsibility and demonstrates respect and courtesy to the public, client, attorneys, and co-workers. Looks for ways to improve self and the Office.

MINIMUM QUALIFICATIONS

• Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
• Experience: Three years of administrative staff or professional work.
• Notes: 1. Candidates may substitute 30 college credit hours from an accredited college or university for each year up to two years of the required experience. 2. Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience. 3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included the regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to candidates who have:

• At least two years of experience providing administrative support in a legal, government, or similarly structured environment, including experience drafting legal documents and managing case files.
• Demonstrated experience preparing or monitoring budgets, processing invoices, or handling purchasing activities within an organization that follows formal financial procedures.
• Experience supervising, training, or onboarding administrative staff, including contributing to improvements in office workflow or administrative processes.
• Proficiency in organizing and maintaining electronic and paper filing systems, document databases, and legal reference materials while upholding confidentiality requirements.
• Strong written and verbal communication skills with experience interacting professionally with attorneys, leadership, public agencies, or members of the public.

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

Applicants who meet all the minimum and preferred qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements and preferred qualifications of the position. Applications must be submitted by the closing date. Information submitted after this date will not be added. Incomplete application forms will not be accepted. It is essential that you provide complete and accurate information on your application to include all related education, experience, and employment dates. Please answer supplemental questions with complete answers. Clearly indicate your college degree and major on your application, if applicable. If applicable, successful candidates will be placed on the eligible list. The resulting certified eligible list for this recruitment may be used for similar positions. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).

BENEFITS

• subsidized health benefits (medical, prescription, dental and vision coverage) and life insurance
• leave, including annual (vacation), personal, sick, and paid parental leave
• participation in a contributory defined benefit pension plan in which they are vested after ten years
• participation in the 457 Deferred Compensation Plan
• participation in the 401(k) Savings and Investment Plan
• free mass transit benefit for local bus and express bus services

The Office of the Attorney General is an equal opportunity employer that encourages all interested persons to apply regardless of race, color, religion or belief, ancestry, national origin, age, marital status, sexual orientation, gender identity and/or expression, disability, pregnancy, family or parental status, veteran status, genetic information, or any protected category prohibited by local, State or federal laws.