Administrative Office Specialist

Job Title

Administrative Office Specialist

Division/Department

Judicial Information Services

Closing Date

March 26, 2025

Location

Judicial Information Systems 189 Harry S. Truman Parkway Annapolis, MD 21401

Salary

$54,688

FLSA Status

Non-Exempt

At Will

No

Position Type

Full time

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)

Salary Range 2025

Essential Job Functions

The Administrative Office Specialist provides professional, executive-level administrative support for Judicial Information Systems. Reporting directly to the Office Manager /Sr. Admin. Specialist, IT, the position will support a wide range of complex and confidential administrative, operational, and governance tasks (e.g., frequent communication and interaction with senior-level personnel regarding sensitive information and personnel policies and procedures). Answers the telephones and represents the organization to customers, the public, government agencies, and other external stakeholders. Coordinates and maintains Microsoft Outlook calendars; schedules meetings; receives and distributes mail; coordinates travel arrangements. Assists with administrative matters and projects as assigned. Performs other essential duties as assigned.

Essential Duties And Responsibilities

Assists Office Manager/Sr. Admin. Spec., IT, Executive Leadership, and Senior Managers with special projects and supports JIS initiatives and other administrative duties as assigned. Prepares communications as directed.

Using Microsoft Outlook, coordinates and schedules meetings and conference rooms for the Executive Leadership and management. This may require working with other departments or agencies. Assists with set up of virtual meetings via Microsoft TEAMS, Zoom, etc. Prepares agendas, assembles materials, and coordinates meeting logistics. Processes catering requests for meetings and subsequently entering the receipts in GEARS.

Provides telephone coverage for JIS Executive Offices. Screens and directs callers in a professional manner.

Serves as point of contact for JIS Staff questions. Assists as needed with HR related documents and matters, maintaining confidential records and files. Assists with on-boarding, off-boarding, and general policy questions. Maintains telephone, cell phone, and management contact lists.

Maintains filing systems, both electronic and paper. Assists with ordering and distribution of office supplies, maintains copier supplies, restocks when needed.

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 Of

Knowledge, Skills, and Abilities:

Expert knowledge of Microsoft Office Software (e.g. Word, Excel, Outlook, PowerPoint, etc.) with an emphasis on Outlook, and virtual meeting platforms (e.g. TEAMS and Zoom).

Familiarity with PeopleSoft or other Financial Software helpful.

Familiarity with SharePoint helpful.

Skill In

Excellent written and oral communication skills

Strong interpersonal and customer service skills

Strong organizational skills

Excellent time management skills

Excellent attention to detail

Ability To

Exercise good judgement.

Juggle multiple items concurrently and adjust to frequent and sudden priority or process changes.

Protect confidential and personnel information.

Represent JIS in a professional manner.

Coordinate multiple schedules to create a meeting.

Be dependable, adaptable, and flexible.

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

Personal computer

Multi-function printer and scanner

Software And Computer Skills

Microsoft Office (Outlook, Word, Excel, Power Point, Sharefile, etc.), Adobe, SharePoint, Visio

Proficient in the use of email and scheduling meetings via MS Outlook, MS TEAMS, ZOOM

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 [email protected].

The Maryland Judiciary is an equal-opportunity employer committed to fostering a workplace culture of diversity, equity, inclusion, and belonging. We do not discriminate on the basis of race, color, religion, age, sex, pregnancy, marital status, national origin, military or veteran status , 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 during the application and/or interview process should send their request via email to [email protected] or call 410-260-1732. The Maryland Judiciary is a drug-free workplace. Applicants must be United States citizens or eligible to work in the United States.

Please find the Maryland Judiciary's equal employment opportunity policy here: Policy Prohibiting Discrimination, Harassment, and Retaliation .

Job Title

Administrative Office Specialist

Division/Department

Judicial Information Services

Closing Date

March 26, 2025

Location

Judicial Information Systems 189 Harry S. Truman Parkway Annapolis, MD 21401

Salary

$54,688

FLSA Status

Non-Exempt

At Will

No

Position Type

Full time

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)

Salary Range 2025

Essential Job Functions

The Administrative Office Specialist provides professional, executive-level administrative support for Judicial Information Systems. Reporting directly to the Office Manager /Sr. Admin. Specialist, IT, the position will support a wide range of complex and confidential administrative, operational, and governance tasks (e.g., frequent communication and interaction with senior-level personnel regarding sensitive information and personnel policies and procedures). Answers the telephones and represents the organization to customers, the public, government agencies, and other external stakeholders. Coordinates and maintains Microsoft Outlook calendars; schedules meetings; receives and distributes mail; coordinates travel arrangements. Assists with administrative matters and projects as assigned. Performs other essential duties as assigned.

Essential Duties And Responsibilities

Assists Office Manager/Sr. Admin. Spec., IT, Executive Leadership, and Senior Managers with special projects and supports JIS initiatives and other administrative duties as assigned. Prepares communications as directed.

Using Microsoft Outlook, coordinates and schedules meetings and conference rooms for the Executive Leadership and management. This may require working with other departments or agencies. Assists with set up of virtual meetings via Microsoft TEAMS, Zoom, etc. Prepares agendas, assembles materials, and coordinates meeting logistics. Processes catering requests for meetings and subsequently entering the receipts in GEARS.

Provides telephone coverage for JIS Executive Offices. Screens and directs callers in a professional manner.

Serves as point of contact for JIS Staff questions. Assists as needed with HR related documents and matters, maintaining confidential records and files. Assists with on-boarding, off-boarding, and general policy questions. Maintains telephone, cell phone, and management contact lists.

Maintains filing systems, both electronic and paper. Assists with ordering and distribution of office supplies, maintains copier supplies, restocks when needed.

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 Of

Knowledge, Skills, and Abilities:

Expert knowledge of Microsoft Office Software (e.g. Word, Excel, Outlook, PowerPoint, etc.) with an emphasis on Outlook, and virtual meeting platforms (e.g. TEAMS and Zoom).

Familiarity with PeopleSoft or other Financial Software helpful.

Familiarity with SharePoint helpful.

Skill In

Excellent written and oral communication skills

Strong interpersonal and customer service skills

Strong organizational skills

Excellent time management skills

Excellent attention to detail

Ability To

Exercise good judgement.

Juggle multiple items concurrently and adjust to frequent and sudden priority or process changes.

Protect confidential and personnel information.

Represent JIS in a professional manner.

Coordinate multiple schedules to create a meeting.

Be dependable, adaptable, and flexible.

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

Personal computer

Multi-function printer and scanner

Software And Computer Skills

Microsoft Office (Outlook, Word, Excel, Power Point, Sharefile, etc.), Adobe, SharePoint, Visio

Proficient in the use of email and scheduling meetings via MS Outlook, MS TEAMS, ZOOM

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 [email protected].

The Maryland Judiciary is an equal-opportunity employer committed to fostering a workplace culture of diversity, equity, inclusion, and belonging. We do not discriminate on the basis of race, color, religion, age, sex, pregnancy, marital status, national origin, military or veteran status , 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 during the application and/or interview process should send their request via email to [email protected] or call 410-260-1732. The Maryland Judiciary is a drug-free workplace. Applicants must be United States citizens or eligible to work in the United States.

Please find the Maryland Judiciary's equal employment opportunity policy here: Policy Prohibiting Discrimination, Harassment, and Retaliation .