Administrative Aide - 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.

Essential Job Functions:  

The Administrative Aide provides comprehensive administrative support to the Administrative Judge and Administrative Clerk for District 2 which includes Dorchester, Somerset, Wicomico and Worcester County District Court locations. Typically oversees all administrative operations for an Administrative Judge or several Associate Judges. Reviews and prioritizes all incoming correspondence and coordinates responses. Frequently interacts with high-ranking officials. Compiles data, conducts research, and drafts reports. Requires knowledge of judicial system, court operations, and legal documents and procedures. May lead and/or supervise other support positions.

Essential Duties and Responsibilities:

Performs supervisory functions such as delegation of duties; training staff; disciplinary

actions: and approving/denying timesheets and absence requests in CONNECT.

Review work periodically.

Prepare performance evaluations for direct reports.

Maintains and disseminates the monthly judges' calendar.

Submit visiting Senior Judge requests to District Court Headquarters monthly and as needed.

Prepare and send welcome letters to visiting senior judges.

Notify appropriate court personnel of schedule changes and courtroom docket adjustments. Prepare bi-weekly and monthly reports.

Answer, screen, and route telephone calls to appropriate judge and assist/direct callers with inquiries regarding policies and procedures.

Assists Senior Judges in preparing expense reports and other general office duties.

Coordinates newly appointed judge investitures.

Compose and sign correspondence, often without direct supervision.  The preparation of correspondence would require a knowledge of court functions, policies, and procedures.  

Open sort, file, copy and retrieve correspondence for the Administrative Clerk and Administrative Judge.

Receive and screen all telephone calls and visitors for the Administrative Judge and Administrative Clerk.

Arrange and schedule appointments.

Make hotel reservations.

Be able to provide public, attorneys, police and other agencies with accurate information concerning District Court operations.

Receive, move, and update tasks in MDEC as required.

Research case history and scan old files into Odyssey as required.

Maintain firearms inventory, qualifications, and permit information for all bailiffs in District 2.

Review all applications for bailiffs for handgun permits and renewals and forward to Security Coordinator.

Assist with on-line applications, photos, and corresponding documentation.

Maintain Bailiff files for SPO and Handgun Permits and other required certifications. Type and distribute monthly bailiff schedule.

Use Passport Photo software for licensing renewals.

Designated as Human Resources Associate for District 2.

Designated as coordinator for all Health Benefits in District.

Present and explain information to employees and maintain up-to-date information and forms on all insurance plans.

Assist employees with CONNECT and Workday.

Prepare correspondence to candidates for the recruitment process and schedule interviews, assemble all required hiring forms, submit records checks, and verify applicants experience and education.

On-boarding orientation with new hires.

Maintain confidential employee files and assist the Administrative Clerk on confidential personnel issues.

Provides appropriate paperwork to employees regarding FMLA, FAMLI, and Parental Leave.

Verify completion and supporting documentation and forward to HR Headquarters.

Assist with CONNECT leave requests.

Assist employees with retirement inquires and appropriate forms.

Including retirement application and beneficiary forms.

Provide information regarding Maryland Supplemental Retirement Plan (MSRP) and assist with enrollment and other processes.

Maintain the Organizational Charts for District 2 and forward to DC Headquarters (Use Visio software.)

Maintain/update COOP info thru SharePoint.

Process all purchasing requests and enter requisitions into GEARs for District 2.

Order all office supplies for District 2.

Enter interpreter invoices

Assistant ADA Coordinator for District 2. Process requests for Accommodations and coordinate with DC Headquarters? HR department.

Assist the Administrative Clerk in maintaining the physical inventory of all furniture and equipment and in obtaining proper authority to dispose of excess property. 

Receive bench time reports from court locations in District 2 and maintain copies in District and forward to appropriate DCHQ office.

Compiles and research files and statistics for Administrative Clerk for Case flow Management.

Other duties as assigned.

Minimum Qualifications:

Education:

High school diploma (or GED equivalent).

Experience:

Five (5) years of performing administrative or secretarial work in an Administrative, Executive, or

Senior Management work environment.

Knowledge, Skills, and Abilities:

Knowledge of:

Legal terminology and court procedures.

General office practices, procedures, and equipment

Basic English and arithmetic to include, but not limited to, spelling, punctuation, addition, subtraction,

multiplication, and division.

Judicial policies, procedures, and forms.

Judiciary Human Resources policies and procedures.

Skill in:

Managing priorities to meet critical deadlines while multitasking.

Interpersonal communication and relations.

Organization and time management.

Usage of standard office equipment, computer equipment, and computer applications.

Typing on personal computer.

The use of Microsoft Office products to include, but not limited to, Excel, Word, PowerPoint, Outlook, etc.

Problem solving, prioritizing, scheduling, and decision making.

Reading, comprehension, proofreading, and editing.

Customer service and handling problems tactfully and patiently.

Accuracy and attention to detail.

Ability to:

Work within time constraints, meet fixed deadlines, and demonstrate good organizational skills.

Interpret, apply, and follow a variety of complex written or oral instructions.

Compose routine and complex business correspondence.

Develop, revise, establish, or implement office procedures and practices.

Receive telephone calls and visitors and arrange for appointments and interviews.

Maintain records, schedules, expense accounts, and office supplies.

Prepare statistical and numerical reports.

Perform basic arithmetical calculations and computations accurately.

Maintain confidentiality.

Communicate clearly, tactfully, and effectively with judges, the public, police agencies, attorneys, and

other court officials and personnel, both verbally and in writing.

Supervise lower-level secretarial or clerical employees, if applicable.

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:

MDEC - Odyssey File and Serve and Navigator, Adobe, Microsoft Office, Outlook, Zoom, Connect, One Drive

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: .