Supervising Administrative Assistant - YAD Administration

Commonwealth of Massachusetts•Boston, MA

1d•Hybrid

About The Position

The Committee for Public Counsel Services, the Massachusetts public defender agency, is seeking a full-time Supervising Administrative Assistant to support the Deputy Chief Counsel of the Youth Advocacy Division (YAD). The Supervising Administrative Assistant will also support the YAD Managing Directors. This position will be based in Boston and is eligible for a hybrid work schedule. We fight for equal justice and human dignity by supporting our clients in achieving their legal and life goals. We zealously advocate for the rights of individuals and promote just public policy to protect the rights of all. Our Values C ourage A ccountability R espect E xcellence DIVERSITY AND INCLUSION MISSION STATEMENT CPCS is committed to protecting the fundamental constitutional and human rights of our assigned clients through zealous advocacy, community-oriented defense, and the fullness of excellent legal representation. We are dedicated to building and maintaining strong professional relationships, while striving to accept, listen to and respect the diverse circumstances of each client, as we dedicate ourselves to meeting their individual needs. It is our CPCS mission to achieve these goals, and in furtherance thereof, we embrace and endorse diversity, equity and inclusion as our core values as we maintain a steadfast commitment to: (1) Ensure that CPCS management and staff members represent a broad range of human differences and experience; (2) Provide a work climate that is respectful and supports success; and (3) Promote the dignity and well-being of all staff members. CPCS leadership is responsible for ensuring equity, diversity, and inclusion. The ability to achieve these goals with any level of certainty is ultimately the responsibility of each member of the CPCS community. AGENCY OVERVIEW CPCS is the state agency in Massachusetts responsible for providing an attorney when the state or federal constitution or a state statute requires the appointment of an attorney for a person who cannot afford to retain one. The agency provides representation in criminal, delinquency, youthful offender, family regulation, guardianship, mental health, sexually dangerous person, and sex offender registry cases, as well as in appeals and post-conviction and post-judgment proceedings related to those matters. The clients we represent are diverse across every context imaginable and bring many unique cultural dimensions to the matters we address. This reality creates a critical need for CPCS staff to be culturally competent and able to work well with people of different races, ethnicities, genders and/or sexual orientation identities, abilities, and limited English proficiency, among other protected characteristics. DIVISION OVERVIEW The Youth Advocacy Division (YAD), the juvenile defender division of CPCS, is committed to ensuring that every indigent child in Massachusetts has access to zealous legal representation in delinquency, GCL Revocation, juvenile murder, juvenile appeals, and youthful offender cases from a diverse and ever improving community of juvenile defenders consisting of both private assigned counsel and staff public defenders. YAD provides leadership, training, support, and oversight to the indigent juvenile defense bar in Massachusetts. As youth in Massachusetts have a right to jury trials, the Attorney in Charge (AIC) oversees a trial office which integrates the work of a supervising attorney, trial attorneys, social service advocates (SSAs), an investigator, and administrative assistants (AAs) to fully address the legal and developmental needs of our clients. The clients YAD represents are diverse across every context imaginable and bring many unique cultural dimensions to the matters YAD addresses. This reality creates a critical need for all YAD staff to be culturally competent and able to work well with people of different races, ethnicities, gender and/or gender preferences, abilities, and limited English proficiency, among other protected characteristics. POSITION OVERVIEW The Supervising Administrative Assistant is a key member of the YAD management team and must be able to maintain confidentiality while handling the high-level responsibilities necessary to support the Deputy Chief Counsel and Managing Directors of YAD in the day-to-day duties of running the Division. Record keeping, data (including caseload statistics) collection and management, and reporting, using Excel and PowerPoint, are key components and central duties for this position. The Supervising Administrative Assistant will report directly to the 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
An equivalent combination of education, experience, and skills
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, Outlook, Teams, Monday.com, Constant Contact; and OneDrive
Ability to create complicated Excel spreadsheets and PowerPoint presentations for the Chief Counsel and other Senior Management members
Experience supervising, managing or mentoring
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
Excellent organizational, planning, and process skills
Excellent problem-solving skills
Ability to remain focused and effective in a high demand environment
Strong information gathering and information monitoring skills
Ability to maintain confidentiality and to exercise considerable judgment and discretion
Strong cultural humility
Diplomacy skills
Previous administrative assistant, office manager, or similar experience
Ability to handle multiple tasks, work independently, prioritize effectively, meet deadlines, and deliver high-quality work

Nice To Haves

Project management experience desirable

Responsibilities

Providing high-level administrative support to the Deputy Chief Counsel and the Managing Directors, including keeping outlook calendars, copying, scanning, and handling correspondence, including electronic communication;
Supervising YAD Administrative Office 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;
Coordinating and assisting with projects relating to improving the quality of legal representation in YAD;
Managing and directing client and private counsel communications to the appropriate staff;
Generating statistical reports relating to YAD staff and private counsel attorney caseloads and billing, and other data as deemed necessary;
Reviewing incoming emails, memos, submissions, and reports to determine their significance and plan their distribution and tracking responses to email;
Maintaining effective communication within and across divisions with other support staff and managers;
Maintaining and scheduling the Deputy Chief Counsel’s calendar and scheduling other meetings as needed;
Answering and managing incoming calls and appointments;
Coordinating travel arrangements;
Developing and maintaining a system for organizing 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;
Other duties as assigned.