Supervising Administrative Assistant - Training Department

Commonwealth of Massachusetts • Boston, MA

20d • Hybrid

About The Position

The Committee for Public Counsel Services (CPCS), the public defender agency for Massachusetts, is seeking a full-time Supervising Administrative Assistant for its Training Department. This role provides high-level support to the Training Chief and supervises administrative staff within the department. The position is hybrid, requiring a minimum of two days per week in Boston or Worcester. CPCS is dedicated to fighting for equal justice and human dignity by supporting clients in achieving their legal and life goals, zealously advocating for individual rights, and promoting just public policy. The agency values courage, accountability, respect, and excellence, and is committed to diversity, equity, and inclusion in its workforce and services. CPCS provides representation in a wide range of legal cases for individuals who cannot afford an attorney, serving a diverse client base and emphasizing the need for culturally competent staff. The Training Department develops and delivers comprehensive education for staff and private assigned counsel, covering various practice areas and agency-wide initiatives to enhance the quality and consistency of public defense representation.

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
• An equivalent combination of education, experience, and skills
• Access to reliable transportation to assist in the execution of training programs at various locations
• Access to home internet access sufficient to work remotely

Nice To Haves

• Expertise in computer and technological skills and in-depth knowledge of relevant software, including MS Word, Excel, PowerPoint, and Outlook
• Strong communication, organizational, and detail skills
• Knowledge of standard office administrative practices and procedures
• 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
• Strong cultural competency and diplomacy skills
• Excellent problem-solving skills
• Flexibility, and strict adherence to confidentiality
• Typing skill of 50 to 60 wpm preferred
• Legal office experience a plus
• Foreign language skills are beneficial

Responsibilities

• Supporting the Training Chief in the day-to-day duties of running the Training Department
• Supervising Training Department Administrative Assistant staff, including delegation of work, preparation of annual performance evaluations, approval of time & attendance, and professional training as well as participating in the recruitment, selection, and hiring of Administrative Assistant staff
• Providing high level administrative support to the Training Department, including information organization and analysis, scheduling, arranging travel, resource maintenance and updating, and handling correspondence
• Working closely with the Training Technologist and the Training Department Project Coordinator to ensure that Department objectives and goals are met
• Ensuring that office systems and agency processes are administered effectively and communicating effectively with internal and external contacts at all levels
• Coordinating and assisting with in-person and remote training, program evaluation, correspondence with faculty and participants, coordinating registration, communicating and negotiating with hotels, conference facilities and other vendors and other tasks that support the creation and delivery of training
• Maintaining ongoing administrative projects such as ordering and organizing library materials, maintaining a department-wide training calendar, updating various membership lists and coordinating use of MCLE vouchers
• Coordinating support for the department from HR, Facilities and IT as well as external partners
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree