Lead Administrative Assistant - Public Defender Division Administration

Committee for Public Counsel Services•Boston, MA

20d•Hybrid

About The Position

The Committee for Public Counsel Services (CPCS), Massachusetts’ public defender agency, is seeking a Lead Administrative Assistant to support the Administrative Office of the Public Defender Division. Based in Boston, the position may be eligible for a limited hybrid schedule. The Lead Administrative Assistant is an essential member of the division’s management team and provides confidential, high-level administrative support to the Deputy Chief Counsel in the day-to-day oversight and operation of the Division. The role also supports five Managing Directors, the Director of Social Work, the Director of Investigations, and the Appeals Unit. Record keeping, data collection and management, and reporting are central to the position. CPCS provides attorneys to people who cannot afford representation when appointment is required by law. The agency’s Public Defender Division advocates for criminal defendants’ constitutional protections and is committed to providing zealous representation with respect and dignity. CPCS emphasizes diversity, equity, inclusion, cultural competence, and respectful professional relationships. The Lead Administrative Assistant reports directly to the Public Defender Division Deputy Chief Counsel.

Requirements

Associate’s degree in a related area; at least four years of experience as an administrative assistant or office manager; executive-level secretarial skills; or an equivalent combination of education, experience, and skills.
Access to an automobile for travel to offices and other locations not easily accessible by public transportation.
Access to home internet sufficient for remote work.
Expertise in computer and technological skills, including in-depth knowledge of MS Word, Excel, PowerPoint, and Outlook.
Knowledge of standard office administrative practices and procedures.
Ability to interact effectively with colleagues at all organizational levels.
Excellent organizational, planning, and process skills.
Excellent interpersonal and communication skills.
Ability to remain focused and effective in a high-demand environment.
Information-gathering and information-monitoring skills.
Ability to maintain confidentiality and exercise considerable judgment and discretion.
Administrative assistant, office manager, or similar experience, and knowledge of general office procedures such as correspondence, scheduling, and filing.
Ability to handle multiple tasks, prioritize effectively, meet deadlines, and deliver high-quality work.

Nice To Haves

Project management experience is desirable.
Previous experience in a legal setting is a plus.

Responsibilities

Provide high-level administrative support to senior managers, including word and data processing, filing, copying, scanning, and correspondence.
Coordinate and assist with projects related to personnel management and program evaluation.
Manage and direct client communications to appropriate staff.
Create and maintain statistical reports regarding attorney caseloads and case dispositions.
Coordinate travel arrangements.
Assist with projects intended to improve the quality of legal representation and enhance client services.
Maintain and schedule multiple calendars.
Use the agency case management system to identify client-conflict issues and assist trial office support staff in resolving case management issues.
Maintain effective communication within and across divisions with support staff and managers.
Read and analyze incoming email, memos, submissions, and reports; determine their significance and distribution; and track responses to email.
Answer and manage incoming calls and appointments.
Develop and maintain an organized system for a broad range of documents.
Provide assistance and backup for the Executive Assistant to the Chief Counsel and other support staff, including the Receptionist desk and switchboard.
Prepare expense reports.
Perform other duties as assigned.