Lead Administrative Assistant - Public Defender Division Administration
About The Position
The Committee for Public Counsel Services (CPCS), the public defender agency for Massachusetts, is seeking a Lead Administrative Assistant to support the Administrative Office of the Public Defender Division. This position will be based in Boston and will be eligible for a limited hybrid schedule. CPCS is dedicated to fighting for equal justice and human dignity by supporting clients in achieving their legal and life goals, zealously advocating for the rights of individuals, and promoting just public policy. The agency provides representation in a wide range of cases, including criminal, delinquency, youthful offender, family regulation, guardianship, mental health, sexually dangerous person, and sex offender registry cases, as well as appeals and post-conviction proceedings. The Public Defender Division's mission is to ensure that criminal defendants receive the fundamental protections of the United States Constitution, the Bill of Rights, and the Massachusetts Constitution, providing zealous advocacy, respect, and dignity. The PDD administrative office supports 17 trial offices, an Appeals Unit, and approximately 400 attorneys and 130 other staff members.
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
- Access to an automobile in order to travel to offices and other locations that are not easily accessible by public transportation
- Access to home internet access sufficient to work remotely
- Expertise in computer and technological skills and in-depth knowledge of relevant software, including MS Word, Excel, PowerPoint, and Outlook
- Knowledge of standard office administrative practices and procedures
- Ability to interact effectively with associates/colleagues at all levels in the organization
- 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 to exercise considerable judgment and discretion
- Previous administrative assistant, office manager, or similar experience, and knowledge of general office procedures (e.g., correspondence, scheduling, filing)
- Ability to handle multiple tasks, prioritize effectively, meet deadlines, and deliver high quality work
Nice To Haves
- An equivalent combination of education, experience, and skills
- Project management experience desirable
- Previous experience in a legal setting a plus
Responsibilities
- Providing high level administrative support to senior managers, including word and data processing, filing, copying, scanning, and handling correspondence
- Coordinating and assisting with projects relating to personnel management and program evaluation
- Managing and directing client communications to the appropriate staff
- Creating and maintaining statistical reports regarding attorney caseloads and disposition of cases
- Coordinating travel arrangements
- Assisting with projects aimed at improving the quality of legal representation and enhancing client services
- Maintaining and scheduling for multiple calendars
- Using the agency case management system to determine issues related to client conflicts and assisting trial office support staff in the resolution of case management issues
- Maintaining effective communication within and across divisions with other support staff and managers
- Reading and analyzing incoming email, memos, submissions, and reports to determine their significance and plan their distribution and tracking responses to email
- Answering and managing incoming calls and appointments
- Developing and maintaining a system for the organization of a broad range of documents
- Providing assistance and backup for the Executive Assistant to the Chief Counsel and other support staff as necessary, including, but not limited to the Receptionist desk and switchboard
- Preparing expense reports
- Other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
