Administrative Aide

State of Maryland•Prince George's, MD

About The Position

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 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 throughout the state. 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 [email protected]. The Office of the Public Defender is seeking detail-oriented applicants with secretarial experience, good organizational and problem solving skills highly proficient in Microsoft Word, Excel and Outlook to fill a full-time Administrative Aide position in our Prince George’s County Office. The Administrative Aide will be responsible for typing legal documents, data entry of case information, scheduling appointments and maintaining calendars for assigned attorneys. This position involves significant client contact to provide and gather information over the phone. An Administrative Aide is work providing secretarial support to an official, administrator or administrative staff. Employees in this classification type on keyboards of personal computers, using word processing software. Employees in these classifications may supervise lower-level secretarial or clerical employees. Administrative Aide works closely with core staff, attorney staff and the Office Manager to ensure the everyday and long-term functioning of the district court office both from a legal and administrative perspective. In conjunction with Office Clerk, Secretaries and other core staff, the Administrative Aide will be responsible for providing secretarial support for staff attorneys, ensuring the office remains open and staffed during business hours from 8:00 a.m. until 5:00 p.m. Pull district court transfer cases forwarded to the circuit court, organize, pull and distribute district court files by docket to the assigned attorneys, download & upload electronic discovery, data entry in case management system (eDefender), file as needed in MDEC, research incoming client mail, answer overflow calls, ensure voicemails are retrieved and calls are returned, maintain office copiers, printers, and oversee mail stamped and mailed daily through Stamps.com. Maintain office supplies and notify the Office Manager of any supply needs for order. This position involves significant client contact to provide and gather information over the phone and in person.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Four years performing secretarial work or clerical work involving typing duties.
Applicants must be able to communicate 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 throughout the state.
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.
Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Nice To Haves

Experience performing data entry
using Microsoft Office Suite software applications and Google Workspace.
Familiar with working in the legal or court system, working with arrested persons, youths, attorneys and law enforcement or courtroom personnel.

Responsibilities

typing legal documents
data entry of case information
scheduling appointments
maintaining calendars for assigned attorneys
Pull district court transfer cases forwarded to the circuit court
organize, pull and distribute district court files by docket to the assigned attorneys
download & upload electronic discovery
data entry in case management system (eDefender)
file as needed in MDEC
research incoming client mail
answer overflow calls
ensure voicemails are retrieved and calls are returned
maintain office copiers, printers, and oversee mail stamped and mailed daily through Stamps.com
Maintain office supplies and notify the Office Manager of any supply needs for order