Supervising Administrative Assistant - PDD Framingham

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Job Description - Supervising Administrative Assistant - PDD Framingham (260000LS)

Supervising Administrative Assistant - PDD Framingham - ( 260000LS )

The Committee for Public Counsel Services (CPCS), the public defender agency for Massachusetts, is seeking a Supervising Administrative Assistant for our Public Defender Division Framingham Office. The Supervising AA supports the Attorney-in-Charge in running the day-to-day duties of this fast-paced trial office. The Framingham Office provides legal representation and advocacy to indigent adults in criminal misdemeanor and felony cases in area courts.

The Attorney-in-Charge in running the day-to-day duties of this fast-paced trial office. The Framingham Office provides legal representation and advocacy to indigent adults in criminal misdemeanor and felony cases in area courts.

The Public Defender Division Framingham Trial Office provides public defense services for Middlesex County. The PDD Framingham Trial Office is conveniently located in Framingham and is frequently referred to as Metro West, a subsection of Greater Boston. Home to sights of great interest such as the Callahan State Park, and the peaceful and serene Garden in the Woods, the city of Framingham, founded in the mid-1600’s, now enjoys a rich and diverse population, and is indeed, a growing and vibrant community.

The Supervising Administrative Assistant is a key member of CPCS trial office staff, supporting the Attorney-in-Charge in running the day-to-day duties of a fast-paced legal office environment. The Supervising Administrative Assistant is responsible for supervising the Administrative Assistant in the office, including delegation of work responsibilities, preparation of annual performance evaluations, and approval of time and attendance. The Supervising Administrative Assistant must be able to provide excellent support for the staff in the office as well as coordinate communications with other CPCS units such as HR, Facilities, and IT.

The Supervising Administrative Assistant reports to the Attorney-in-Charge. This is a full-time (35 hours/week) position.

• Supervising Administrative Assistant (AA) staff including preparation of annual performance evaluations, approval of time & attendance, and professional training;
• Delegating administrative support work in the office to AA staff;
• Supporting the Attorney-in-Charge on day-to-day duties of running the office as well as special projects and coordinating communication, support, and resources with HR, Facilities, and IT;
• Managing the AA staff on opening and closing case files, maintaining open case files, and filing, scanning and shredding of closed cases;
• Participating in the recruitment, selection, and hiring process of office AA staff;
• Providing administrative support, including word and data processing, filing, copying, scanning, and handling correspondence;
• Coordinating and assisting with projects relating to personnel management, program evaluation, and other areas;
• Creating statistical reports regarding attorney caseloads and disposition of cases and maintaining data collected;
• Planning, coordinating, and calendaring meetings and events;
• Assisting with other projects to improve the quality of legal representation and to enhance client services;
• Ensuring that office systems and agency procedures and practices are administered effectively; communicating effectively with internal and external contacts at all levels;
• Assisting with front desk coverage including all receptionist responsibilities as needed;
• Maintaining and updating department websites; and,
• Other duties as assigned.

Applicants must have:

• Associates degree in related area;
• At least three years of full-time, or equivalent part-time, experience in administrative work or a n equivalent combination of education, experience, and skills; and,
• Access to a personal computer with home internet access sufficient to work remotely.

Substitutions:

• A bachelor’s or higher degree in a related area may be substituted for one year of the required experience. Education…