Supervising Administrative Assistant - YAD Administration

Commonwealth of Massachusetts•Boston, MA

2d•Hybrid

About The Position

The Committee for Public Counsel Services (CPCS), 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) and the YAD Managing Directors. This position, based in Boston, is eligible for a hybrid work 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 individual rights, and promoting just public policy. The agency provides representation in a wide range of legal cases for individuals who cannot afford an attorney. The Youth Advocacy Division (YAD) specifically focuses on ensuring zealous legal representation for indigent children in Massachusetts across various case types, providing leadership, training, support, and oversight to the juvenile defense bar. The Supervising Administrative Assistant is a crucial member of the YAD management team, responsible for maintaining confidentiality and handling high-level administrative duties to support the Division's operations. Key responsibilities include record keeping, data collection and management (including caseload statistics), and reporting using Excel and PowerPoint.

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 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, 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.
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.