The Administrative Office Specialist serves as the office manager and coordinates multiple projects for the Research and Analysis (R&A) Department. The incumbent composes, reviews, and distributes senior management correspondence and maintains tracking system to ensure research reports, fiscal notes, minutes, expense accounts, etc. are submitted in a timely manner. Serves as a research assistant and is responsible for data entry of statistical information into databases in support of the Judiciary’s Statistical Abstract Report, and other management information reports. Compiles information and prepares draft responses to queries from offices statewide on various procedures, issues, etc. Works as a team member on special projects. Produces queries and reports from MS Excel and other databases.

Assists in the development, maintenance and tracking of the department’s planning, budget and financial records. Maintains equipment service contracts and schedules routine maintenance. Uses the GEARS electronic system to create requisitions, express P.O.’s, receipts and vouchers, process expense reports, P-card processes, etc. for the department and for the building suite. Serves as point of contact with other departments or agencies.

Serves as department liaison for the Connect system, HR Liaison and Safety and Security Workgroup of the Facilities and Administration Department.

Coordinates new hire set up, paperwork and training. Assists with scheduling and interviewing new recruitments. Assists with staffing the Court Operations Committee meetings along with other subcommittees and workgroups, scheduling meetings, coordinating agendas, organizing speakers, the contact person for the statewide jury operations (answering and distributing questions to the appropriate courts or person). Maintains departmental office supplies and equipment. Sets calendars and schedules for projects, in coordination with project leaders. Coordinates travel arrangements and state vehicle reservations for the department.

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/Abilities:

• Knowledge of: Microsoft Excel; Microsoft Word; Project Management Tools such as ASANA; GEARS; CONNECT; and Adobe Acrobat.
• Knowledge of scanning documents and using them in a variety of applications.
• Skill in using court and commercial systems as well as database, spreadsheet, and word processing software.
• Skill in proofreading multiple/various types of documents.
• Ability to use project management software.
• Ability to learn new software packages.
• Ability to independently develop project timelines, keep logs, and track deadlines,
• Ability to handle multiple tasks simultaneously.
• Ability to maintain inventory of key documents.
• Ability to track and maintain grant deadlines, applications, quarterly reports, requests for reimbursement, and grant closeouts.
• Ability to manage the department’s grant documents and procedures with other Programs departments while keeping unique grant conditions intact.
• Ability to run regular budget reports and complete basic budget analysis.
• Ability to process correspondence, drafting letters and memos, scheduling and preparing materials for meetings.
• Ability to respond to requests for assistance and information from internal and external customers.
• Ability to communicate effectively with supervisor and senior management in the Judiciary.
• Ability to use good judgment in making decisions in absence of supervisor.
• Ability to work in a team environment.
• Ability to communicate in a patient and tactful manner to court leadership, court staff, and Programs staff.
• Ability to perform all essential functions of this position.

The Maryland Judiciary is a drug-free workplace and an equal opportunity employer, committed to diversity in the workplace. We do not discriminate on the basis of race, color, religion, age, sex, marital status, national origin, 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 for an interview should request the accommodation when notified of a request to be interviewed. Applicants must be United States citizens or eligible to work in the United States.