ADMINISTRATIVE SPECIALIST II- Calvert and St. Mary’s County

State of Maryland•St. Mary's, MD

12d•Hybrid

About The Position

The Office of the Public Defender is seeking an individual to fill a full-time Administrative Specialist II position located in St. Mary’s County, Maryland. The applicant must be detail-oriented with excellent communications skills, and exceptional organizational, critical thinking, and problem-solving skills. The applicant must be proficient in computer-based data collection including filing in Maryland’s electronic court system (MDEC), and organizing and updating the confidential Public Defender electronic filing system for individual clients. The applicant must also be proficient in Microsoft Word, Excel, Google Suites. 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. Bilingual candidates are encouraged to apply. Knowledge of and interest in trauma-informed service for clients is a plus.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Ability to communicate effectively with clients and visitors.
Ability to complete tasks in a fast-paced work environment.
Ability to work in various positions.
Ability to travel to various 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.
Proficient in computer-based data collection including filing in Maryland’s electronic court system (MDEC).
Proficient in organizing and updating the confidential Public Defender electronic filing system for individual clients.
Proficient in Microsoft Word, Excel, Google Suites.
Data entry into case management.
Sorting case files.
Downloading discovery.
Answering phones.
Drafting letters.

Nice To Haves

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.
Knowledge of and interest in trauma-informed service for clients.

Responsibilities

Open and update cases in the agency management system, input client details, and complete file jackets.
Assemble, review, and ensure all standard forms, motions, and documentation (retrieved via MDEC Documents, Secure Case Search, and agency systems) are included in case files prior to court dates.
Prepare and electronically file lines of appearance, routine motions, and other legal documents with the Maryland Electronic Courts (MDEC), Clerk, and ASA offices.
Compose introductory client letters and request discovery from the State’s Attorney’s Office.
Prepare dockets and review them every 5 days for new clients, conducting a final review the day before scheduled dates.
Prioritize the timely delivery of completed case files to attorneys.
Screen and direct incoming calls from clients, Judges, and State’s Attorneys; assist callers with case-related information and record detailed messages.
Conduct intake qualifications for Violation of Probation hearings, issue notices to former clients, and request records (including MVA driving records and audio/transcript requests) from appropriate agencies as directed.
Sort and distribute mail, process certificates from the Commissioner’s Office, and download electronic discovery (documents and videos).
Provide back-up coverage for intake, secretary and the Office Manager, along with other duties as assigned.