administrative specialist ii

Introduction

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.\r
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We are committed to building a culturally diverse staff and strongly encourage people historically underrepresented to apply. As a State agency, Maryland Office of the Public Defender (MOPD) is an affirmative action and equal opportunity employer. MOPD is committed to the full inclusion of all qualified individuals without regard to race, color, religion, sex, physical or mental disability, age, sexual orientation, gender identity, national origin, veteran status or genetic information.\r
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Office of the Public Defender is further committed to providing equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs and activities by modifying or adjusting the job application process or the job or work environment to make reasonable accommodations to the known applicant or employee to enable the applicant or employee be considered for the position they desire; to perform the essential functions of the position in question; or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation imposes an undue hardship. Applicants must be able to operate a computer and other office equipment. Applicants must have access to a motor vehicle or be able to navigate public transportation. If a reasonable accommodation is needed, please contact Tawanda Jackson, Human Resources Supervisor, \r
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The Office of the Public Defender is seeking detail-oriented applicants with administrative experience to support the Director of Training.� Candidates must possess strong customer service and interpersonal skills.� Candidates must be highly proficient with specific computer applications in Google Apps and online meeting platforms including Zoom and Google Meets.� Candidates must be able to track and manage data, create quarterly reports using Microsoft Excel.� 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.\r

GRADE

11\r

LOCATION OF POSITION

839 Elkridge Landing Road, Linthicum, MD 21090\r

Main Purpose of Job

The Administrative Specialist will provide support to the Training Director and Training Division team member in coordinating logistics for OPD Training Division programs including creation of Google drives to maintain training division program materials, maintaining registration for training programs, planning and ordering supplies and food, maintaining and updating training and meeting room schedules, making travel arrangements, managing Corporate Purchase Card purchases for the division, and maintaining and updating CLE databases for all MOPD Programs, Outside Programs and District/Division CLE Credits. The position will directly support the Director of Training and may be required to attend events throughout Maryland.\r

POSITION DUTIES

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1. Coordinate logistics for\r
OPD training programs.�\r
2. Set up for training events.\r
3. Make\r
requisition requests for food and beverages for training events.�\r
4. Make travel\r
arrangements for speakers and students.\r
5. Maintain receipts, purchase\r
orders and invoices for all credit card purchases for the division and complete\r
monthly CPC account reconciliations.\r
6. Become certified on how to\r
operate the CLE Database for Internal and External CLE Programs.�\r
7.\r
Provide support services to Training Division team members.�\r
8. Create and\r
maintain spreadsheets, Google drives and SharePoint Site.�\r
9. Maintain\r
Training Division calendar and Shared drives.�\r
10.Carry out activities to\r
enhance the visibility of the Training Division.�\r
11.Makes photocopies, faxes\r
documents and performs other clerical functions.� 12.Drafts meeting\r
agendas, organizes and/or creates meeting materials and ensures technology is\r
prepared and ready.��\r
13.Attends critical meetings, tracking next steps\r
and tasks through follow-up with respective individuals/departments.\r
14.Maintain files and confidential records.\r
15.Maintain office\r
equipment and supplies.\r
16.Performs other duties as assigned.\r
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MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.\r
Experience: One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.\r
Notes:\r
1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.\r
2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.\r

DESIRED OR PREFERRED QUALIFICATIONS

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Good organizational and problem-solving skills, and the ability to multitask.\r
Possess the ability to work independently.\r
Can work under extreme pressure and high demands during training sessions and remain professional and customer focused.\r
Excellent oral and written communication skills.\r
Highly proficient in Google Suite and Microsoft programs.\r
Experience with marketing software such as Canva, Constant Contact, or MS Publisher Interpersonal skills: maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things.\r
Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.�\r
Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and can read and interpret written information.\r
Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.\r
Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.�\r
Adaptability—the individual adapts to changes in the work environment, manages competing demands and can deal with frequent change, delays or unexpected events.\r
Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.\r
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SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation�as needed to access meetings, remote locations, and job destinations as assigned.\r

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.\r

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. You will also be required to take an Excel examination during the interview process, so you will need to use a computer to complete the evaluation.\r

BENEFITS

STATE OF MARYLAND BENEFITS\r
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FURTHER INSTRUCTIONS

Online applications preferred.� Please fax all paper applications and questionnaires to 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 , toll free: ; TTY users call Maryland Relay Service \r
We thank our Veterans for their service to our country. People with disabilities and bilingual candidates are encouraged to apply.�\r
As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.\r