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ADMINISTRATIVE AIDE

INTERNAL

Recruitment #22-002572-0073

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Introduction

****Only employees of the Office of The Public Defender Apply****

The Office of the Public Defender is a statewide independent agency charged with providing superior legal representation for indigent defendants.  The agency’s vision is Justice, Fairness and Dignity for all.  Employees are committed to the core values of culture of excellence, client centered representation, tenacious advocacy, and are united in achieving the agency’s mission. We are committed to building a culturally diverse staff and strongly encourage people historically underrepresented to apply.

The Office of the Public Defender is seeking detail-oriented applicants with significant secretarial experience and strong customer service skills, strong interpersonal skills, calendar management skills and marketing ability, highly proficient with specific computer applications in Google Apps, data management, and quarterly report creation using Microsoft Excel, and knows how to use Zoom for online meetings and training. Must be able to work on various projects at the same time maintaining set deadlines and have the skills to quickly identify issues and apply problem solving skills. Proficient writing skills, and the ability to work independently. 

GRADE

ASTD11

LOCATION OF POSITION

 191 East Jefferson Street, Rockville, Maryland 20850

Main Purpose of Job

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.

POSITION DUTIES

Create and maintain spreadsheets, Google drives and SharePoint Site
Maintain calendar/schedule appointments
Performs customer service functions by answering employee requests and questions
Makes photocopies, faxes documents and performs other clerical functions
Assists or prepares correspondence
Maintain files and confidential records
Maintain office equipment and supplies
Assist with online meetings 
Performs other duties as assigned
Perform duties and Backup to the Office Manager

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years performing secretarial work or clerical work involving typing duties.

Notes:

1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.

2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.

3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Highly proficient in Google Suite and Microsoft programs
Interpersonal skills: maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things
Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings 
Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information 
Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans
Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality
Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE.

SPECIAL REQUIREMENTS

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.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment.  All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year. 

EXAMINATION PROCESS

The examination will consist of a rating of your education, training and experience related to the requirements of the position.  You may be required to complete a qualifications supplement, or the rating may be based on your application.  Therefore, it is important that you provide complete and accurate information on your application.  Report all experience and education that is related to this position.

FURTHER INSTRUCTIONS

Online applications preferred.  Please fax all paper applications and questionnaires to (410) 333-2260.Inquiries regarding applications and submitting paper applications can be directed to: Office of the Public Defender, Human Resources Division, 6 Saint Paul Street, Suite 1304, Baltimore, MD 21202; or by calling (410) 767-8500, toll free: 877-430-5187; TTY users call Maryland Relay Service 800-735-2258.

 

Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing. A paper copy of the MD State application form and questionnaire can be downloaded from the link below.

 

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country and encourage them to apply.



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