Administrative Assistant to the Chief Justice - Administrative office of Housing Court

Commonwealth of Massachusetts•Boston, MA

8d•Onsite

About The Position

Provides specialized administrative support to the Departmental Chief Justice and the operations of the Departmental Administrative Office. This position requires the performance of complex confidential legal and administrative duties requiring considerable knowledge of the Trial Court procedures, administrative procedures, and the use of business software to assist in a variety of legal and administrative confidential matters for a Chief Justice.

Requirements

High School diploma or G.E.D. equivalency
Five (5) years of related work experience
Equivalent combinations of education and experience will be considered for meeting minimum qualifications.
Administrative support and legal secretarial experience.
Modern office equipment, including computers and applicable software.
Legal terminology.
Office and clerical practices and procedures.
Departmental and court policies and procedures.
Customer service.
Multi-tasking.
Organization and time management.
Leadership.
Establish effective working relationships.
Supervise and develop the skills of others.
Draft routine messages and edit complex correspondence related to office policy and procedure.
Handle sensitive matters on a confidential basis.
Manage and organize an office and administration needs of senior staff.
Multi-task and oversee multiple projects.
Oversee maintenance of standard office equipment, including photocopier machines, scanners, calculators, and fax machines.
Set up and maintain filing systems.
Demonstrates ability with MS Office and other business technologies and can properly support the administration of departmental policies, procedures, and initiatives in a unionized employee environment.
Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Demonstrates a commitment to continuously improving himself or herself through professional development.

Nice To Haves

This position will be responsible for assigning work to interns.
May train staff in the use of automated systems and word processing software, introduce new versions or functions, trouble shoot problems and attend user group meetings.
May perform special projects involving considerable research and the preparation and/or coordination of activities related to those projects.

Responsibilities

Drafts, types, and edits complex legal documents, decisions, memoranda, bulletins, administrative reports, and other materials for a Chief Justice.
Creates and maintains filing systems for a Chief Justice.
Regularly contacts Departmental courts, other Trial Court Departments, and other state agencies on behalf of the Chief Justice; contacts may include the highest levels of the Judiciary and other branches of State government.
Maintains the Chief Justice’s calendar and schedules meetings and makes necessary arrangements. Manage and optimize complex executive calendars, schedule multi-stakeholder meetings, and resolve scheduling conflicts proactively.
Screens telephone calls and answers inquiries or ensures that inquiries are referred to the appropriate personnel.
Coordinates the distribution of correspondence.
Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).
Directly assists and acts in a confidential capacity to supervisor or manager.
May have access to or exposure to confidential information concerning labor relations or the Trial Court’s position on personnel matters and/or collective bargaining positions.
Operates a variety of office equipment including personal computers and related business software, photocopier machines, scanners, calculators, and fax machines.
Maintains office inventory of equipment, and personal records, legal files, and calendars.
Handles confidential and sensitive issues on behalf of the Chief Justice.
Cross trained to perform mid-level administrative duties such as preparing payment vouchers, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents.
Serves in a lead capacity, providing technical assistance and advice to more junior staff on policies and practices.
Composes correspondence for the Chief Justice’s review and signature.
May train staff in the use of automated systems and word processing software, introduce new versions or functions, trouble shoot problems and attend user group meetings.
May perform special projects involving considerable research and the preparation and/or coordination of activities related to those projects.
Engage in and represent the Department at public outreach and community events.
Provides assistance and support as needed by the Deputy Court Administrator and the Assistant Deputy Court Administrator.
Performs related duties as required.