Administrative Office Specialist Apply
Administrative Office Specialist
Closing Date
February 15, 2024
Location/Type
Circuit Court for Anne Arundel County
Annapolis, Maryland
Salary
$53,095
FLSA Status
Non-Exempt
Position Type
Full Time
Financial Disclosure
No
The Maryland Judiciary offers a generous benefit package including medical, dental, vision, life insurance, paid time off, paid holidays, tuition assistance, continuing education programs, employee assistance programs, and State Retirement and Pension plans.
Maryland Judiciary Benefits (mdcourts.gov)
About the Maryland Court System | Maryland Courts (mdcourts.gov)
Essential Functions
The Administrative Office Specialist provides administrative office support to Clerk, Chief Deputy Clerk, and management staff in Anne Arundel County Circuit Court. The incumbent performs receptionist duties and controls access to Administrative Office. Drafts office correspondence. Maintains office calendars and supplies. Receives, opens, sorts, and distributes mail, parcels, files, and other materials. Arranges mails for courier.
Schedule and prepare Clerk for meetings (i.e. prepare agendas, provide background information for the meeting). Attend meetings and prepare memorandum or minutes for the Clerk's record. Maintain calendars for Clerk, Chief Deputy Clerk, and Management staff to prevent scheduling conflicts.
Draft correspondence for signature by the Clerk and Management Staff. Represent Clerk to the general public by providing information about the office and directing the public to the appropriate department. Represent Clerk to the general public by providing information about the office and directing the public to the appropriate department. Generate and Create Correspondence (often confidential) memoranda and various documents for the Clerk, Chief Deputy and Management Staff.
Receptionist duties including answering multi-line phone system, screening, and routing telephone calls and taking messages. Scheduling and making appointments. Controls access to the Clerk?s Administrative office during core business hours. Screen visitors and ensure offices accessibility for authorized personnel and visitors.
Manages and maintains various office filing systems. Maintain confidential office files. Including operating optical imaging equipment and indexing Copies and distributes files, records, reports, documents, and materials. Types basic memorandums, labels, envelopes, etc. Purges files in accordance with established procedures, schedules, and legal requirements.
Maintains office supplies, forms, materials, maintains equipment service contracts and schedules routine maintenance.
Prepare necessary documents including test page and commissions for swearing-in ceremonies, investitures, etc. Schedule swearing-in ceremonies for county and state appointees. Maintain test book of gubernatorial appointees. Submit qualification data cards to the Secretary of State.
Maintain office library by ordering updates and replacing them as need for MD Annotated Code, MD Rules, Attorney General?s Opinion, AA County Code, etc.
Research matters to be addressed by the clerk utilizing paralegal and analytical skills. Prepare summary and other date reports utilized in administrative planning.
Maintain office directories and update various public directories to include accurate information about the Clerk's office.
Serves as backup to the HR Associate, including maintaining personnel files, performing orientations, collecting new hire, retirement, termination, and health benefits paperwork. Performs other related work as required.
Education
High School diploma (or GED equivalent).
Experience
Three (3) years of work experience providing secretarial, clerical, or administrative work involving the use of a personal computer and word processing software.
Knowledge Of
Basic English and arithmetic to include, but not limited to, spelling, punctuation, addition, subtraction, multiplication, and division.
General office practices and procedures.
Office equipment including, but not limited to, computers, telephones, copiers, scanners, fax machines, etc. and software to include, but not limited to, Microsoft Office Suite.
Judiciary policies and procedures.
Legal terminology and judicial system language.
Basic accounting principles.
Skill In
Managing priorities to meet critical deadlines while multitasking.
Typing on personal computer.
Organization and time management.
Accuracy and attention to detail.
Customer service and handling problems tactfully and patiently.
Reading, comprehension, proofreading, and editing.
The use of Microsoft Office products to include, but not limited to, Excel, Word, PowerPoint, Outlook, etc.
Interpersonal communication and relations.
Ability To
Work within time constraints, meet fixed deadlines, and demonstrate good organizational skills.
Follow procedures, verbal and written instructions, and protocols for any given assignment.
Communicate clearly, tactfully, and effectively both verbally and in writing.
Compose routine and complex business correspondence to include, but not limited to reports, records, and documents.
Use and maintain alphabetical and numerical filing systems.
Perform basic arithmetical calculations and computations accurately.
Understand and carry out complex oral and written instructions.
Use standard office and business equipment including, but not limited to, personal computers, word processing, spreadsheets, database software, copier, microfilm machine, register, scanner, fax machine, etc.
Understand and abide by departmental rules, regulations, and procedures.
Establish and maintain effective working relationships.
Maintain confidentiality.
Provide assistance, guidance, and direction to others in a polite and efficient manner.
The Maryland Judiciary is a drug-free workplace and an equal opportunity employer, committed to diversity in the workplace. We do not discriminate on the basis of race, color, religion, age, sex, marital status, national origin, physical or mental disability, familial status, genetic information, gender identity or expression, sexual orientation, or any other characteristic protected by State or federal law. Applicants who need an ADA Accommodation during the application and/or interview process should send their request via email to ADA@mdcourts.gov . Applicants must be United States citizens or eligible to work in the United States.
