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Maryland Judiciary · 2 days ago

Administrative Office Specialist

Anne Arundel County, MD

Full-time

Onsite

Mid Level

$55K/yr - $55K/yr

3+ years exp

The Maryland Judiciary is responsible for the administration of justice in Maryland, and they are seeking an Administrative Office Specialist to provide administrative support to the Clerk and management staff at the Anne Arundel County Circuit Court. The role involves performing receptionist duties, managing office correspondence, scheduling meetings, and maintaining office supplies and records.

Office Administration

No H1B

U.S. Citizen Only

Responsibilities

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, and receives, opens, sorts, and distributes mail, parcels, files, and other materials

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

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

Control access to the Clerk?s Administrative office during core business hours

Screen visitors and ensure offices accessibility for authorized personnel and visitors

Manage and maintain various office filing systems

Maintain confidential office files

Including operating optical imaging equipment and indexing Copies and distributes files, records, reports, documents, and materials

Type basic memorandums, labels, envelopes, etc

Maintain office supplies, forms, materials, maintains equipment service contracts and schedules routine maintenance

Mail: purge files in accordance with established procedures, schedules, and legal requirements

Arrange mail for courier services

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. (Phone numbers, mailing address, contact names, etc.)

Serve as backup to the HR Associate, including maintaining personnel files, performing orientations, collecting new hire, retirement, termination, and health benefits paperwork

Qualification

Microsoft Office SuiteOffice equipment operationLegal terminologyBasic accounting principlesFileMaker ProCustomer serviceOrganization skillsInterpersonal communicationAttention to detailTime management

Required

High school diploma (or GED equivalent)

Three (3) years of work experience providing secretarial, clerical, or administrative work involving the use of a personal computer and word processing software

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

Personal Computers and software to include, but not limited to, Microsoft Office Suite

Judiciary policies and procedures

Legal terminology and judicial system language

Basic accounting principles

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

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