Administrative Specialist Contractual

Introduction

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.

Applicants requiring a reasonable accommodation for disability should contact Tawanda Jackson, Human Resources Supervisor, 410‑767‑8503, tawandal.jackson.

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839 Elkridge Landing Road, Linthicum Heights, MD, 21090

An Administrative Specialist I is an advanced level of administrative work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies. This position is responsible for providing administrative support to the Director and Deputy Director of Training and Training Division staff, including typing documents, handling logistics for training sessions and agency conferences, coordinating meal scheduling and purchases, maintaining training schedules and class lists, and entering updates in the Workday system for MOPD-sponsored training events.

• Maintain a reservation calendar for use of the Training Center Facility and recommend alternative venues if necessary.
• Process incoming and outgoing Division correspondence.
• Maintain receipts, purchase orders and invoices for monthly corporate purchase card statements.
• Review and balance monthly credit card statements against receipts and submit them to the CPC administrator for final review and audit.
• Regularly review the MOPD training email and respond or reroute emails as necessary to ensure correspondence is timely answered.
• Answer phones for the Training Division and provide information regarding upcoming training sessions, available openings and registration process.
• Review and discuss logistics with the Director and Deputy Director for upcoming training sessions and conferences.
• Contact training facilities and/or hotel conference centers to obtain price quotes, facility layout and meal options to determine if agency needs can be met.
• Present recommendations to the Director and Deputy Director and obtain approval.
• Maintain the Director and Deputy’s schedules, training facility and conference locations and obtain contracts for authorization and payment.
• Contact vendors to obtain pricing options for meals and/or catering for training events and conferences.
• Order office supplies and supplies for training events.
• Track and maintain a library of agency training materials for use in training sessions.
• Copy all materials needed for training events and annual conferences.
• Create shared drives for incoming training classes and advanced training classes.
• Maintain OPD’s attorney learning management system through Workday, including input of attorney CLE hours to track attorney compliance with agency CLE requirements and adding or updating training sessions.
• Assist with setup of training rooms (coffee, refreshments, etc.).
• Supervise work‑study students and Youthworks interns assigned to the Training Division.
• Other duties as assigned by the Director or Deputy Director of Training.

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.
• Qualified candidates may substitute 30 credit hours from an accredited college or university for the required experience, or 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.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and database software such as Smartsheet.
• Ability to navigate and use Google Meet, Zoom and Teams platforms.
• Experience managing calendars, booking…