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ADMINISTRATIVE AIDE

Repost Contractual

Recruitment #22-002572-0068

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Introduction

RECRUITMENT REPOST. PREVIOUS APPLICANTS NEED NOT REAPPLY.

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.

This is a CONTRACTUAL Administrative Aide position for our Recruitment and Diversity, Equity & Inclusion Divisions. 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. Prior recruitment field experience preferred.  Must be able to stay calm and professional under High Pressure Situations. Must work well with a team (positive attitude, high work ethic). Must be able to communicate effectively when speaking to various personalities on the telephone, via email, and in person. 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

 839 Elkridge Landing Road, Linthicum, MD 21090

Main Purpose of Job

Review applications to ensure appropriately submitted. Assist applicants as necessary Screen, process and forward volunteer applications to the relevant leadership team. Communicate with volunteer applicants regarding the status of their application. Ensure volunteer applications are properly maintained. Collect volunteer data: track hires; departures; info for HR and IT Create and maintain spreadsheets, Google drives and Sharepoint Site Maintain calendar/schedule appointments and interviews Performs customer service functions by answering employee requests and questions. Assist with the creation of newsletters Makes photocopies, faxes documents and performs other clerical functions. Assists or prepares correspondence. Assists in the communication of rejection to applicants Maintain files and confidential records Maintain office equipment and supplies Assist with online meetings and trainings Performs other duties as assigned.

POSITION DUTIES

1. Review applications to ensure appropriately submitted. Assist applicants as necessary
2. Screen, process and forward volunteer applications to the relevant leadership team. Communicate with volunteer applicants regarding the status of their application. Ensure volunteer applications are properly maintained.
3. Collect volunteer data: track hires; departures; info for HR and IT 
4. Create and maintain spreadsheets, Google drives and Sharepoint Site
5. Maintain calendar/schedule appointments and interviews 
6. Performs customer service functions by answering employee requests and questions. 
7. Assist with the creation of newsletters 
8. Makes photocopies, faxes documents and performs other clerical functions. 
9. Assists or prepares correspondence. Assists in the communication of rejection to applicants 
10. Maintain files and confidential records 
11. Maintain office equipment and supplies 
12. Assist with online meetings and trainings 
13. Performs other duties as assigned.

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

* Experience working in a law office or court system.
* Good organizational and problem solving skills, and the ability to multitask. 
* Highly proficient in Google Apps, Microsoft Word, Excel and Outlook.
* Excellent oral and written communication skills. 
* Prefer working knowledge and or experience with MDEC.
* Experience in the recruitment field
* Experience creating newsletters
* 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. 
* Provide good customer service to applicants and individuals contacting the recruitment division 
* 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

Ability to lift 20 lbs. or more.  

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.

BENEFITS

Contractual employees who work for an agency covered under the State Employee and Retiree Health and Welfare Benefits Program, have a current employment contract and work 30 or more hours a week (or on average 130 hours per month) may be eligible for subsidized health benefits coverage for themselves and their dependents. As a contractual employee, you will be responsible for paying 25% of the premiums for your medical and prescription coverage, including any eligible dependents you have enrolled. The State of Maryland will subsidize the remaining 75% of the cost for these benefits. You can also elect to enroll in dental coverage, accidental death and dismemberment insurance, and life insurance, but will be responsible to pay the full premium for these benefits.

Leave may be granted to a contractual employee who has worked 120 days in a 12-month period. This leave accrues at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

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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