Administrative Specialist I

State of Maryland•Anne Arundel, MD

12d•Onsite

About The Position

The Office of the Public Defender is currently seeking applicants for an Administrative Specialist I position in our Training Division, located in Arundel County, Maryland. The primary responsibility for this role is to support the Director of Training and Deputy Director of Training with day-to-day administrative duties. We are looking for candidates who are detail-oriented and possess excellent organizational, database management, writing, and problem-solving skills. GRADE 10 LOCATION OF POSITION 839 Elkridge Landing Road, Linthicum Heights, MD, 21090 Main Purpose of Job An Administrative Specialist I is the advanced level of administrative work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies. This position is responsible for providing administrative support to the Director and Deputy Director of Training and Training Division staff including typing documents, handling logistics for training sessions and agency conferences, coordination of meal scheduling and purchases, maintaining training schedules and class lists as well as inputs, updates and entries in the Workday system for MOPD sponsored training events, including CLE and CEU trainings that require significant data entry.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.
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.
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.

Nice To Haves

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and database software (e.g., Smartsheet’s).
Ability to navigate and use Google Meet, Zoom and Teams platforms.
Experience managing calendars, booking travel, taking meeting minutes, and maintaining office records.
Experience communicating clearly with staff and the public, along with customer service or client relations experience.
Proven ability to handle confidential information, multitasking, and paying attention to detail.
Experience in scheduling, office management, and supporting executives.

Responsibilities

Maintain a reservation calendar for use of the Training Center Facility. If the center is booked for a particular day, recommend alternative places for meeting and provide clear communication both to the person making the reservation and the training center team.
Process incoming and outgoing Division correspondence.
Maintain receipts, purchase orders and invoices to submit with monthly corporate purchase card statements.
Review and balance monthly credit card statements against receipts and submit them to the CPC administrator for final review and audit.
Regularly review the MOPD training email and respond or reroute emails as necessary to ensure correspondence is timely answered.
Answer phones for the Training Division. Provide information to callers regarding upcoming training sessions, available openings and registration process.
Review and discuss logistics with the Director and Deputy Director for upcoming training sessions and conferences.
Contact training facilities and/or hotel conference centers to obtain price quotes, facility layout and meal options to determine if agency needs can be met. Present recommendations to the Director and Deputy Director and obtain approval.
Maintain the Director and Deputy’s schedules, training facility and conference locations and obtain contracts for authorization and payment.
Contact vendors to obtain pricing options for meals and/or catering for training events and conferences.
Order office supplies and supplies for training events.
Track and maintain a library of agency training materials to be used for training sessions.
Copy all materials needed for training events and annual conferences.
Create shared drives for incoming training classes and advanced training classes.
Maintain OPD’s attorney learning management system through Workday which includes input of attorney CLE hours to track attorney compliance with agency CLE requirements as well as adding or updating training sessions being offered by OPD throughout the year.
Assist with setup of training rooms (coffee, refreshments, etc.).
Supervising work-study students and Youthworks interns assigned to the Training Division.
Other duties as assigned by the Director or Deputy Director of Training.