Admin Office Specialist

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.

Maryland Judiciary Benefits (mdcourts.gov)

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

Maryland Judiciary Pay Scale June 2025

Essential Job Functions:

The Administrative Office Specialist performs a wide variety of experienced administrative support and office management duties requiring considerable knowledge of the department?s purpose, functions, and activities, as well as knowledge of the Judiciary?s organization, policies, and processes for Baltimore City Circuit Court. Typically acts as ?gatekeeper? for the administrative office officials and as a liaison for internal and external staff and public. Drafts correspondence, reports, and documents on behalf of a senior official with knowledge of the individual?s style and intent. Work is performed under general supervision.

Essential Duties and Responsibilities:

Prepares a range of general to complex correspondence, memorandums, and

reports on behalf of the administrative official, department, or assigned unit.

Arranges meetings and logistics, prepares agendas, coordinates packets/handouts,

and composes meeting minutes for executive staff, project, and/or team meetings.

Answers, screens, and routes telephone calls; maintains calendars and makes

appointments.

Orders supplies, equipment, and forms using purchase order system; reviews

invoices and match with purchase orders; verifies receipt of goods, research

discrepancies, and makes necessary adjustments, forwards invoices for payment

and processes expense reports.

May perform human resources functions, including maintaining personnel files,

performing orientations, distributing, collecting and coordinating new hire, retirement,

promotional, reclassification, termination, and health benefits paperwork; compiling

time and attendance reports; tracking and maintaining leave usage; may serve as an

HR Liaison and attend meetings, as needed.

Makes travel arrangements and state vehicle reservations; processes expense reports, as needed.

Maintains office supplies, forms, and materials; maintains equipment service contracts and schedules routine maintenance.

Composes extensive data or research reports; performs general data entry; tabulates and analyzes records and prepares various ad-hoc and/or monthly reports, charts, and/or summaries.

Performs arithmetical calculations to track expenditures, budget reconciliations, and generate budget reports, as needed. May assist with the annual fiscal year budget process and preparation.

May supervise, train, assign, review, and evaluate the work of other secretarial or clerical employees

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:

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.

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.

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

Interpersonal communication and relations.

Ability to:

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.

Provides assistance, guidance, and direction to others in a polite and efficient manner.

Physical Requirements:

Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Equipment, Machinery and Tools:

Computer, telephone, copier machine, and fax machine.

Software and Computer Skills:

Microsoft Office: Word, Excel, Outlook, CONNECT

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.