What are the responsibilities and job description for the OFFICE SECRETARY III-Mental Health position at State of Maryland?
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.
The Office of the Public Defender is seeking detailed oriented applicants with legal secretarial experience who are familiar with legal terminology and possess excellent organizational and writing skills, as well as, problem solving skills, data entry and significant customer service experience with the ability to work independently.We are looking for someone who knows how to create/format pleadings, motions and discovery documents.
This position will work an alternative schedule- Sundays to Thursdays 8 a.m. to 4:30 p.m., alternate holidays and on weekends on a needed basis.After training (which will take place 8 a.m. to 4:30 p.m.) in person, the position is a hybrid-telework position.
The Contractual Office Secretary III will be responsible for providing secretarial support to the attorneys assigned to our Mental Health Division at our main office in Hanover.The Contractual Office Secretary III vacancy is located at (7030 Dorsey Road, Hanover, MD 21076).The Mental Health Division represents defendants in cases of involuntary commitment and cases where an individual’s mental health condition is at issue for the defense of criminal charges.This position involves significant client contact with indigent defendants and their families to provide and gather information over the phone and at times, in person, at public and private psychiatric hospitals and facilities.Travel to satellite offices at Spring Grove Hospital Center, Springfield Hospital and Clifton T. Perkins may be required.
GRADE
ASTD10
LOCATION OF POSITION
7030 Dorsey Road, Hanover, MD 21076
Main Purpose of Job
An Office Secretary III is work providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary III classification type on keyboards of personal computers using word processing software. Employees in this classification do not supervise.
POSITION DUTIES
Support staff with processing medical records, dockets and other legal documents
Update eDefender Database and Google Sheet and Drive with client information
Support staff attorneys with filing of any and all legal correspondence (motions, subpoenas, pleadings)
Process Discovery and Body Worn Camera Footage
Process and Distribute incoming mail and correspondence
Schedules meetings and interviews as requested by attorneys and management
Type client correspondence
Create/modify reports and documents as requested by staff attorneys or administrative staff
Makes Photocopies, Faxes Documents And Performs Other Clerical Functions
Assist with the preparation of client files
Files papers and documents into appropriate client files
File client correspondence
Maintain important and confidential records, schedules, expense accounts and office supplies
Maintain Office Equipment
Perform other duties as assigned
Minimum Qualifications
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Three years performing secretarial or clerical work involving typing duties.
Notes
DESIRED OR PREFERRED QUALIFICATIONS
Experience working in a law office or court system. Good organizational and problem solving skills, and the ability to multi-task. Highly proficient in Google Apps , Microsoft Word, Excel and Outlook. Excellent oral and written communication skills. Working knowledge and or experience with MDEC. Familiarity with electronic medical records is a plus.
LICENSES, REGISTRATIONS AND CERTIFICATIONS
NOT APPLICABLE
Special Requirements
Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.
SELECTION PROCESS
Applicants who meet the minimum qualifications will be admitted to the examination for this classification. Successful candidates will be ranked as BEST QUALIFIED, BETTER QUALIFIED, OR QUALIFIED and placed on the employment (eligible) list for at least one year.
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.
Benefits
STATE OF MARYLAND BENEFITS
FURTHER INSTRUCTIONS
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country and encourage them to apply.
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.
The Office of the Public Defender is seeking detailed oriented applicants with legal secretarial experience who are familiar with legal terminology and possess excellent organizational and writing skills, as well as, problem solving skills, data entry and significant customer service experience with the ability to work independently.We are looking for someone who knows how to create/format pleadings, motions and discovery documents.
This position will work an alternative schedule- Sundays to Thursdays 8 a.m. to 4:30 p.m., alternate holidays and on weekends on a needed basis.After training (which will take place 8 a.m. to 4:30 p.m.) in person, the position is a hybrid-telework position.
The Contractual Office Secretary III will be responsible for providing secretarial support to the attorneys assigned to our Mental Health Division at our main office in Hanover.The Contractual Office Secretary III vacancy is located at (7030 Dorsey Road, Hanover, MD 21076).The Mental Health Division represents defendants in cases of involuntary commitment and cases where an individual’s mental health condition is at issue for the defense of criminal charges.This position involves significant client contact with indigent defendants and their families to provide and gather information over the phone and at times, in person, at public and private psychiatric hospitals and facilities.Travel to satellite offices at Spring Grove Hospital Center, Springfield Hospital and Clifton T. Perkins may be required.
GRADE
ASTD10
LOCATION OF POSITION
7030 Dorsey Road, Hanover, MD 21076
Main Purpose of Job
An Office Secretary III is work providing secretarial support to an official, administrator or administrative staff. Employees in the Office Secretary III classification type on keyboards of personal computers using word processing software. Employees in this classification do not supervise.
POSITION DUTIES
Support staff with processing medical records, dockets and other legal documents
Update eDefender Database and Google Sheet and Drive with client information
Support staff attorneys with filing of any and all legal correspondence (motions, subpoenas, pleadings)
Process Discovery and Body Worn Camera Footage
Process and Distribute incoming mail and correspondence
Schedules meetings and interviews as requested by attorneys and management
Type client correspondence
Create/modify reports and documents as requested by staff attorneys or administrative staff
Makes Photocopies, Faxes Documents And Performs Other Clerical Functions
Assist with the preparation of client files
Files papers and documents into appropriate client files
File client correspondence
Maintain important and confidential records, schedules, expense accounts and office supplies
Maintain Office Equipment
Perform other duties as assigned
Minimum Qualifications
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Three years performing secretarial or clerical work involving typing duties.
Notes
- Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
- Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.
- Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
Experience working in a law office or court system. Good organizational and problem solving skills, and the ability to multi-task. Highly proficient in Google Apps , Microsoft Word, Excel and Outlook. Excellent oral and written communication skills. Working knowledge and or experience with MDEC. Familiarity with electronic medical records is a plus.
LICENSES, REGISTRATIONS AND CERTIFICATIONS
NOT APPLICABLE
Special Requirements
Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.
SELECTION PROCESS
Applicants who meet the minimum qualifications will be admitted to the examination for this classification. Successful candidates will be ranked as BEST QUALIFIED, BETTER QUALIFIED, OR QUALIFIED and placed on the employment (eligible) list for at least one year.
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.
Benefits
STATE OF MARYLAND BENEFITS
FURTHER INSTRUCTIONS
- Online applications are strongly preferred. ** Please fax all paper applications and questionnaires to (410) 333-8134. 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. janynee.bailey-covington@maryland.gov; or by calling (410) 767-8500, toll free: 877-430-5187; TTY users call Maryland Relay Service 800-735-2258.
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity. People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country and encourage them to apply.
