Administrative Assistant - YAD Springfield

Committee for Public Counsel•Springfield, MA

10d

About The Position

YAD is seeking to fill an Administrative Assistant position to work with attorneys who provide legal representation and advocacy to youth in misdemeanor and felony cases in area courts. The Administrative Assistant supports the office by working on myriad tasks and responsibilities to support a busy public defender trial office. The Administrative Assistant will run conflict checks, open and close cases, and assist in the coordination of time-sensitive case assignments and maintaining systems to ensure proper tracking of case assignments. The Administrative Assistant will also organize case files and help develop processes to ensure that prompt and comprehensive responses to calls from clients, courts, and other stakeholders occur. The Administrative assistant also assists with reception and phone coverage in the office. The Administrative Assistant reports to the Supervising Administrative Assistant.

Requirements

Applicants must have at least (A) one year of full-time, or equivalent part-time, experience in administrative work or (B) any equivalent combination of the required experience and the substitutions below:Substitutions:
An Associate’s or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Applicants must also have access to home internet access sufficient to work remotely.
Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint);
Strong communication, organizational, and detail skills;
Excellent interpersonal and communication skills, including the ability to interact effectively with diverse colleagues at all levels of the agency, and the ability to work as an effective team member;
Ability to maintain confidentiality and to exercise considerable judgment and discretion;
Flexibility, and strict adherence to confidentiality;

Nice To Haves

Typing skill of 50 to 60 wpm preferred;
Legal office experience is preferred; and,
Foreign language skills are strongly preferred.

Responsibilities

Providing administrative support, including opening and closing cases, running conflict checks, filing, copying, scanning, and handling correspondence;
Word and data processing, including preparation of CORI requests, subpoenas, motions, letters, running sheet entries, etc.;
Confirming appointments and greeting clients, witnesses, families, and other individuals involved in cases at the front desk of the office.
Filing, faxing, photocopying, scanning, and shredding documents, transcriptions and transcript requests and other document and record requests as necessary;
Providing telephone and reception services;
Assisting the maintenance of the electronic client and case files and updating the attorney and case databases as necessary;
Assisting with statistical reports regarding attorney caseloads and disposition of cases and maintaining data collected;
Planning, coordinating, and calendaring meetings and events;
Assisting with other projects to improve the quality of legal representation and to enhance client services;
Other duties as assigned.