Jobs - Administrative Aide IV/Business Data Quality - Montgomery County Circuit Court

Class Code: 007419
Grade: 16 (Non-Exempt)
Salary: $57,596 - $90,149
Closing Date: April 10, 2026 at 12:00pm

Montgomery County Circuit Court Employment Application

A Writing Prompt is required. Write about a time that you had an innovative solution to a workplace problem.

CIRCUIT COURT FOR MONTGOMERY COUNTY, MARYLAND

Personnel Class Specification

Administrative Aide IV/Business Data Quality

DEFINITION OF CLASS

The responsibilities of this position include the administrative and technical review of case files and the handling of Family Law, Civil, Juvenile, and Criminal matters to determine compliance with Maryland Statutes and Rules of Procedure.

The Office Assistant is expected to have a thorough knowledge of Court organization and office practices and be able to make independent decisions in dealing with the public and employees. Information obtained in the course of the performance of these duties may be confidential or private in nature. The employee in this position must recognize that visitors to the Court may be under significant stress and ensure that they are treated with dignity and discretion as they obtain court-ordered services.

The Administrative Aide IV has the authority to work in the digital case management system to modify the Details Tab, Parties Tab, tasks, documents, Time Standard Tab, Case Plan Tab, Hearings Tab, and Disposition Tab. Any unlawful use of the digital case management system without proper authority from the Clerk of the Court will result in disciplinary action.

The Office Assistant reports directly to the Supervisor of Case Management and is ultimately responsible to the Court Administrator and the Circuit Court Administrative Judge.

Circuit Court employees are at-will employees and serve at the discretion of the Administrative Judge. This means that either an employee or the court may terminate the employee relationship at any time, with or without cause. There are no contractual relationships between the Circuit Court and an employee; letters, benefits, or policy statements, performance evaluations, handbooks, or other employee communications should not be interpreted as such. The at-will relationship remains in full force and effect notwithstanding any statements to the contrary made by court personnel or set forth in any documents.

EXAMPLES OF ESSENTIAL FUNCTIONS

To be successful in this position, the employee must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and/or abilities required. This job description reflects management’s assignment of essential functions. It is not an exhaustive list of responsibilities and does not prescribe or restrict any additional, diversified tasks or assignments that may be required by Judicial Officers and/or the Court Administrator.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Oversee and manage all of the Open and Re-Open cases to ensure that the cases are progressing through the system according to the Maryland statutes and Rules, local business processes, the Differentiated Case Management, as well as the State Time Standards.
Review cases to ensure proper posture to move forward, and, if necessary, issue non-compliance notices.
Collaborate with various departments and chambers to ensure that hearings are scheduled, orders are entered, cases can be closed, etc.
Audit cases to ensure that the cases closed appropriately, data quality points are verified, and that the statewide time standard suspensions and resumptions have been applied accordingly.
Attend and participate in the Business Data Quality/Department meetings, as well as draft and finalize the meeting minutes.
Attend and participate in the internal MDEC Analysts/Business Data Quality/ meetings, as well as draft and finalize the meeting minutes.
Maintain the integrity of the Court’s record by coordinating with the Clerk of the Court and Court Administration offices by attending and participating in various meetings, establishing consistent and accurate business processes.
Collaborate with the MDEC Analysts, Research and Performance, Court Departments, as well as judicial officers and magistrate offices to assist with the establishment of procedures to improve statistical data, as well as the operations of the court.
Review various reports to assist with case processing, as well as identify questionable data.
Manage questionable cases in the Questionable Case Application for the various departments to review and correct.
Update and maintain the Business Data Quality Manual to align with the Court’s Case Management System, MDEC.
Develop and maintain Local Quick Reference Guides for the Case Management System.
Provide as additional support for creating Service Now Tickets with the State for court personnel when issues arise that cannot be resolved locally.
Test new Tyler programming updates prior to installation in the Case Management System, and participate in Go-Lives for future releases and implementations.
Prepare and provide a presentation annually for the onboarding law clerks regarding the Business Data Quality Department.
Provide additional support for team members through mentorships and training.
Assist with internal and external customer calls.
Manage the Business Data Quality Queue.
Participate in fiscal year activities throughout the year.
Develop and maintain positive working relationships with other court personnel.
Perform additional duties, responsibilities, or projects, as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to work the full-time standard court work schedule of 8:00 a.m. to 5:00 p.m. (Monday through Friday) with flexibility to accommodate any necessary early or late meetings.
Ability to maintain a regular, punctual, and reliable level of attendance.
Ability to work independently, as well as collaboratively as a team.
Ability to communicate effectively and professionally, both orally and in writing.
Possess high-level interpersonal skills to handle sensitive and confidential situations.
Exercise a high degree of judgment, tact, diplomacy, and competence in dealing with judges, attorneys, court personnel, and the public.
Ability to handle multiple tasks and maintain a professional demeanor when dealing with court personnel and the public at all times.
Ability to make decisions based on experience, good judgment, and established policies and procedures.
Ability to set priorities and simultaneously process multiple duties and responsibilities.
Ability to meet project deadlines, including time-sensitive deadlines.
Knowledge of and ability to apply fundamentals of business English, spelling, grammar, punctuation, standard office practices, and procedures.
Excellent telephone manner.
Demonstrated competence in dealing with the public in a courteous and service-oriented manner.
Ability to develop and maintain collaborative and professional working relationships with court personnel and the public.
Understanding of legal terminology and procedures.

MINIMUM QUALIFICATIONS

Three years of work experience in a legal office and/or court environment with a heavy emphasis on data entry.
Superior writing skills and command of English are essential.
Possess strong attention to detail with the ability to identify inconsistencies, questionable data, and business process gaps.
Excellent organizational skills and customer service are of the highest priority as well as competence and temperament to communicate with the legal community, court personnel, and the general public in a fast-paced environment.
Two years of customer service experience.
Basic knowledge of Microsoft Office Applications, i.e., Word, Excel, SharePoint, OneNote, Teams.
An equivalent combination of experience and education may be substituted.

INSTRUCTIONS FOR COMPLETING THE EMPLOYMENT APPLICATION

Open the Montgomery County Circuit Court Employment Application.
The fields marked with an asterisk * must be completed to submit the Employment Application.
After completing page 9 of the Employment Application, you will arrive at the Signature and Initials fields. Click the button in the bottom right corner.
In the Upload Attachments dialog, you must upload PDF versions of your Cover Letter, Resume, and Writing Prompt for your Employment Application to be fully accepted.

Once you have attached all 3 documents, click

In the Create Signature dialog, enter your Full Legal Name and Email.

The Initials field will be automatically populated based on what is entered into the Full Legal Name field.
For Signature Type, you may choose Type, Draw, or Upload Custom
Click when you are happy with your signature.

Click , then until all Initials and Signature fields have been populated.
Once all the Initials and Signature fields have been populated, click .
You will be redirected back to the Circuit Court’s Website to the Employment Application Submission Confirmation page.
You will receive two emails that include a PDF copy of the completed Employment Application along with links to your Cover Letter, Resume, and Writing Prompt.

Both messages will say they are from the Montgomery County Circuit Court
One message will have a subject of ‘Signature Confirmation: Employment Application’
The 2nd message will have a subject of ‘Montgomery County Circuit Court – Employment Application Submission Confirmation’

WHAT IF I NEED TO SAVE MY EMPLOYMENT APPLICATION AND COMPLETE IT LATER?

At any point, you can save your Employment Application and return to complete it later by click the button.
On the Save Your Work dialog, click .
In the bottom right corner, click .
On the Register page, complete the required fields, then click .
You will receive an email that includes a link that will take you back to your Employment Application.

Be sure to save the password that you created during the registration process. It will be needed to access your previous incomplete Employment Application.

Additional Notes

It is a good idea to have your Cover Letter, Resume, and Writing Prompt prepared before you complete the Employment Application.
Your Employment Application will not be accepted until it has been fully completed and submitted with all three attachments.
If the Employment Application is not complete or the Court has not received all supporting documents, your submission will be returned to you. An email notification will be sent to you requesting further information.
You will be required to create an account if you need to save your Employment Application and complete it later.

For assistance or additional information about the Employment Application Process, please contact Court Administration at 240-777-9102 or by email at [email protected].