Administrative Office Specialist - Office of Legal Affairs & Fair Practices - Military veterans preferred

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. Telework, up to 2 days per week, may also be available. Telework eligibility is based on job functions and the approval of the Administrative Head.

Essential Job Functions:  

This position is in the Office of Legal Affairs & Fair Practices (OLAFP) and provides a high level of administrative support to the Fair Practices Officer and Associate Counsel working on Fair Practices investigations and trainings. The incumbent assists the Fair Practices Officer, who is responsible for investigating Judiciary discrimination complaints, providing advice to Judiciary officials on EEO/ADA matters, developing and conducting corresponding EEO training programs for the Judiciary, and ensuring the Judiciary's compliance with Federal and State anti-discrimination laws. The incumbent prepares, reviews, and organizes investigative files, coordinates with internal partners to carryout EEO-related training programs as directed by the Fair Practices Officer, and assists with scheduling and preparing material for both investigations, presentations, and trainings. The incumbent also provides a high-level of administrative support to the employees in the Internal Affairs Division by guiding staff on Fair Practices procedures and staying familiar with work of the Division's Senior Administrative Aide and the Internal Audit Department's Administrative Office Specialist. The work related to the position requires a high degree of confidentiality due to the nature of the EEO/ADA claims that are processed, as well as related legal issues. 

Essential Duties and Responsibilities:

Provides a high-level of administrative support to the Fair Practices Officer, and when necessary, employees in the division, including maintaining the department calendar; coordinating meetings with various offices and other government agencies, and fostering working relationships with other AOC and Judiciary partners, and supporting assigned Judicial Council committees/workgroups.

Creates electronic and traditional filing systems and case files for investigations and inquiries; assists with finalizing investigative reports and preparing notice and closure letters and litigation hold memorandums; maintains logs for individual cases and log of ongoing investigations; assists with scheduling time and locations as needed.

Supports online learning and training tools, including online courses and webinars as a point of contact, by utilizing online learning management system to generate completion reports, revising online learning content, scheduling webinars, and developing content for webinar interactions; supports learner engagement by troubleshooting issues, assisting learners with access difficulties, and ensuring learning completion.

Responds to phone, email, and letter inquiries and complaints from employees and public users and answers executive phones among AOC leadership when requested.

Prepares complex letters, memoranda, and reports; updates, maintains and monitors the department websites.

Assists the division's Senior Administrative Aide with managing the inventory of office supplies and reconciling office expenditures; assists with special projects as assigned; serves as backup to the Senior Administrative Aide including being the immediate back up to issues with the Division's PCard.

Aids in training new employees in the Internal Affairs Division in division administrative practices and procedures.

Works collaboratively with the Fair Practices Officer and other Judiciary stakeholders to resolve EEO concerns and assists the Office of the Attorney General with collecting requested information necessary to respond to complaints of discrimination filed with the EEOC, the Maryland Commission on Civil Rights, and civil litigation.

Performs other duties and assignments as requested by the Managing Legal Counsel, Fair Practices, or the attorneys in the division.

Minimum Qualifications:

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, Skills, and Abilities:

Knowledge of business English, including proper grammar, spelling, and punctuation.

Knowledge of office practices and procedures with the ability to communicate such practices to staff and public.

Knowledge of learning management platforms (such as CANVAS and webinar platforms) and online training tools to implement trainings and troubleshoot user issues. 

Ability to communicate effectively in person, in writing and via telephone.

Ability to use and maintain alpha-numeric filing system.

Ability to perform basic arithmetical calculations and computations accurately.

Ability to understand and carry out complex oral and written instructions.

Ability to set priorities and simultaneously process multiple duties and responsibilities.

Ability to use standard office and business equipment including personal computers, word processing, spreadsheets, and database software.

Ability to draft minutes, reports, correspondence, and memoranda.

Ability to review and organize documents and recordings, including the ability to edit, revise, and sort large spreadsheets.

Ability to identify information in Judiciary resources to assist public users and support Fair Practices, including use of directories, public legal information, and public case filing information. 

Ability to understand and implement departmental rules, regulations, and procedures.

Ability to accurately prepare and process a variety of reports, records and documents using standard office equipment (personal computers) and operating systems such as database, spreadsheet, and word processing software.

Physical Requirements:

Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Software and Computer Skills:

Those typically associated with handling legal related work including but not limited to word processing, legal research, spreadsheets, etc. Ability to work with presentation and training software, including PowerPoint, and learning management systems.

Selection Process:

Your application package will be used to determine your eligibility, qualifications, and ranking for this position. If you are determined to be ineligible or not qualified, your application will receive no further consideration. It is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates, and hours of work. If you have held more than one (1) position at the same employer, you must list each position that you held, the length of time that you held each position, and the corresponding duties. Description of duties that state, "see resume" will negatively impact consideration for this position. Applicants will not be contacted for additional information. Only applicants considered for this position will be contacted.

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.

For further information please contact Talent Acquisition at aocta@mdcourts.gov.

The Maryland Judiciary is an equal-opportunity employer committed to fostering a workplace culture of diversity, equity, inclusion, and belonging. We do not discriminate on the basis of race, color, religion, age, sex, pregnancy, marital status, national origin, military or veteran status, 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 via email to or call 410-260-1732. The Maryland Judiciary is a drug-free workplace. Applicants must be United States citizens or eligible to work in the United States.

Please find the Maryland Judiciary's equal employment opportunity policy here: .