Administrative Specialist II

State of Maryland•Baltimore City, MD

2d•Onsite

About The Position

The Administrative Specialist will assist the Maryland Office of the Public Defender’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. The position is based at 217 E. Redwood Street, Baltimore, Maryland, and is open to internal MOPD contractual employees only. The role includes administrative and clerical duties such as entering data into case-management systems, sorting case files, downloading discovery, answering phones, and drafting letters. It involves substantial contact with clients and their families, including people who have experienced or are experiencing trauma, mental health issues, substance use disorder, poverty, and other challenging circumstances. Contact may take place in the office, courthouse, or local detention facilities. The position also involves interactions with outside entities for conferences, training, and related business. Applicants must be able to communicate effectively with clients and visitors, work in a fast-paced environment, operate a computer and other office equipment, and work in various positions and locations, including courtrooms and offices within the jurisdiction. Applicants must have access to a motor vehicle or be able to use public transportation; candidates may be responsible for their own transportation for assigned meetings, remote locations, and job destinations. Bilingual candidates are encouraged to apply, and knowledge of or interest in trauma-informed service is a plus.

Requirements

High school graduation from an accredited school or a high school equivalency certificate.
One year 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 as a non-commissioned officer involving staff work requiring regular independent judgment and analysis in applying and interpreting rules and regulations under agency laws and policies, on a year-for-year basis for the required experience.
Ability to communicate effectively with clients and visitors and complete tasks in a fast-paced work environment.
Ability to work in various positions and travel to courtrooms and office environments in the jurisdiction.
Ability to operate a computer and other office equipment.
Access to a motor vehicle or ability to navigate public transportation; candidates may be responsible for their own transportation for assigned work-related travel.
Ability to interact with clients and families, including people experiencing trauma and other challenging circumstances.

Nice To Haves

Experience working in a law office or court system.
Good organizational and problem-solving skills and ability to multitask.
High proficiency in Microsoft Office Suite and Google Applications.
Excellent oral and written communication skills.
Working knowledge of or experience with MDEC.
Bilingual ability is encouraged.
Knowledge of or interest in trauma-informed service for clients.

Responsibilities

Create and maintain budget trackers that compare anticipated project costs with actual expenses, and provide project leadership with insight into discrepancies.
Create Excel spreadsheets for grant staff to enter client data required for project reporting, and assist with data collection and analysis.
Ensure project purchase documentation is complete, submit requisitions, reconcile monthly expenses, and communicate order status to staff.
Coordinate client transportation, including scheduling Uber rides, maintaining the Uber spreadsheet, and analyzing usage for discussion with the legal team.
Coordinate in-house onboarding and training, including scheduling, setting up virtual links, administering CLE requirements, and handling related tasks.
Handle registration and logistics for outside training supported by Title IV-E funds.
Support databases by maintaining contacts in MDEC and ensuring eDefender entries are accurate.
Maintain the Parental Defense Division panel attorney spreadsheet and panel matters in eDefender.
Coordinate communications with panel attorneys about training and other information from the Division Chief.
Provide administrative support as directed by Parental Defense Division management.
Perform administrative and clerical tasks, including case-management data entry, sorting case files, downloading discovery, answering phones, and drafting letters.
Interact with clients and their families in offices, courthouses, and potentially local detention centers.