Admin Office AssociateMaryland State Judiciary

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.

Maryland Judiciary Benefits (mdcourts.gov) 

About the Maryland Court System | Maryland Courts (mdcourts.gov)

Maryland Judiciary Pay Scale June 2025

Essential Job Functions:  

Serve as the direct assistant to the Administrative Clerk and indirect assistant to the Judges for Cecil County District Court. Perform a wide variety of duties to ensure the efficient operation of the District. Coordinates meetings; makes appointments; sorts, files, and retrieves correspondence, files, records, and reports; and creates correspondence on behalf of officials, departments, or work units. Collects and distributes mail, maintains office supplies.

Essential Duties and Responsibilities:

Serves as the direct assistant to the Administrative Clerk. Act as a point-of-contact for Administrative Clerk with all departments at District Court Headquarters, the Administrative Office of the Courts, and outside agencies. Handle problems that may arise to include maintenance issues, personnel situations, equipment problems, and more. Keep accurate and efficient files on all aspects of the management of the District Court and its personnel. Maintain a working relationship with Circuit Court and local/state government agencies to resolve issues/problems. Compile data from various sources for reports, check accuracy of data, prepare and process various reports, maintain forms, complete correspondence, and create memoranda to complete assignments. Responsible for inclement weather notifications and maintaining emergency contact list of all parties. Responsible for maintaining the Continuity of Operations Plan (COOP) and emergency exit plan.

Initiate, prepare, and place purchase orders for all office supplies, furniture, and equipment using vendor websites, GEARS (online accounting program), Judiciary blanket purchase orders, Corporate Purchase Card, or Petty Cash. Receive goods and distribute to appropriate parties. Reconcile invoices against purchase orders and receive in GEARS, scanning invoices; forward to District Court Finance using GEARS for payment or further processing. Handle discrepancies on invoices when needed. Order all warehouse forms used by staff. When Corporate Purchase Card is used, prepare the "Cardholder Transaction Log" and forward to Chief Clerk for approval. Serve as Purchase Card Proxy for Administrative Clerk when necessary for the GEARS approval system. If Petty Cash is used prepare replenishment request and forward to Dept. of Budget and Finance for approval.

Serve as Human Resources Liaison: review and assist with paperwork for new hires, maintain confidential employee files and medical files in compliance with HIPPA regulations. Track all Family Medical Leave Act and American Disabilities Act designations, including end dates. Compile, complete, and submit forms to Human Resources using Connect (online personnel system) for hiring, reclassification, resignation, termination, vacancies, etc. Assist with health benefits enrollment/changes for employees. Assist with retirement process and enrollment forms.

Assist employees and supervisors with Connect (specifically timesheets/payroll issues). Prepare overtime reports. Answer inquiries from employees regarding leave balances or leave code questions. Maintain organizational chart for location.

Maintain all office equipment, including telephones, being aware of what equipment is under contract and serviced by which vendor, schedule all repairs, check invoices for repairs not under contract and forward to District Court Finance using GEARS, coordinate the installation of equipment/systems/software upgrades and replacements as needed, assigning barcodes. Perform yearly physical inventory of assets. Maintain accurate records of location and barcode numbers for all equipment and assets. Prepare all paperwork required by District Court Headquarters/Warehouse for all assets. Maintain key inventory for offices and desks. Keep and maintain employee parking pass log for accountability DGS. Create work orders for building/maintenance issues in eMaint (online work order system).

Answering inquiries via telephone, serve as alternative ADA Coordinator for location, serve as assistant Fire Warden, Injured Workers Insurance Fund representative, and State Employees Credit Union representative. Other duties as assigned by Administrative Clerk or Administrative Judge.

Minimum Qualifications:

Education:

High school diploma (or GED equivalent).

Experience:

Two (2) years of work experience providing secretarial, clerical, or administrative work involving

the use of a personal computer and word processing software

Note:

Applicant may substitute an Associate's Degree from an accredited college for two years of the required experience.

Completion of a secretarial or related program from an accredited business school or school of technology may be substituted for one year of the required experience.

Knowledge, Skills, and Abilities:

Knowledge of:

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

multiplication, and division.

General office practices, procedures, and equipment.

Office equipment including, but not limited to, computers, telephones, copiers, scanners, fax machines, etc.

Judicial policies and procedures, and forms.

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.

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

Interpersonal communication and relations.

Ability to:

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

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

Communicate clearly, tactfully, and effectively with judges, the public, police agencies, attorneys, and other court officials and personnel, both verbally and in writing.

Use and maintain alphabetical and numerical filing systems.

Perform basic arithmetical calculations and computations accurately.

Understand and carry out complex verbal 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.

Accurately prepare and process a variety of reports, records, and documents.

Establish and maintain effective working relationships with other employees, superiors, and/or the general public.

Maintain confidentiality.

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.

Equipment, Machinery and Tools:

PC used in all correspondence, reports, projects, accessing Odyssey, File & Serve, email, etc. for all daily work.

Copier used to retain office records, or to provide information to the public.

Desktop printer to print documents and information from PC.

Pitney Bowes electronic mail stamping machine used to process all outgoing mail.

Fax machine used to receive and send correspondence to various agencies.

Telephone for contact with various state and local government offices, and the public.

Calculator used to accurately check interpreter invoices and monthly statistics.

Software and Computer Skills:

Microsoft Office Suite, SharePoint, Outlook, MDEC, Windows, CONNECT, GEARS, Visio

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 request via email to ADA@mdcourts.gov 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: Policy Prohibiting Discrimination, Harassment, and Retaliation.