Job Description
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES
The Parole Board is within the Executive Office of Public Safety and Security (EOPSS) with the decisional authority in the Commonwealth of Massachusetts for matters of parole granting and parole supervision.
The Legal Coordinator is responsible for assisting the Office of General Counsel in all related matters. This position is responsible for scanning, reviewing, redacting, disseminating, and otherwise preparing parole files for all types of parole hearings and agency litigation. This position serves as a point of contact for recordings of parole hearings. This position also assists with Executive Clemency and Termination matters including assisting with scheduling and other related functions. Responsible for assisting Office of General Counsel staff with various tasks based on operational need. The Legal Coordinator has an obligation not to disclose sensitive information accessed through the execution of their job duties.
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DETAILED STATEMENTS OF DUTIES AND RESPONSIBILITIES:
1. Scan inmate parole files and thoroughly review all documents for redaction of any information deemed confidential by the Parole Board to fulfill discovery requests and provide redacted discovery to attorneys.
2. Scan parole files of former inmates or inmates on parole and thoroughly review all documents for redaction of any information deemed confidential by the Parole Board and provide redacted copy to requestor.
3. Create electronic files and hard files for audio and/or video recordings of all parole hearings. Manage uploads of the recordings in SPIRIT and/or other storage systems. Assist with drafting and adherence to policies regarding the recordings. Provide technical assistance when needed. Respond to requests for copies of recordings and inquiries regarding the recording process. Create redaction protocols and redact audio/video hearings when appropriate. Disseminate recordings to interested parties.
4. Create electronic files and hard files for Executive Clemency petitions and enter petitions in SPIRIT, send notification letters and copies of petitions to interested parties, logging in spreadsheets, sending letters to petitioners informing them of the outcome of Advisory Board decisions and scheduled hearing dates, updating SPIRIT with Advisory Board decisions, and close cases in SPIRIT following the timeline outlined in the Executive Clemency policy. Create forms for use in the Executive Clemency process. Advise on administrative procedures relating to changes in policy.
5. Answer inquiries regarding the Executive Clemency process from petitioners, their attorneys, and members of the public. Assist with the scheduling and preparation of clemency hearings, including notifying all interested parties through regular and electronic mail. Assist with drafting of correspondence and notification letters. Assist with creation of virtual events (WebEx, Zoom, etc.) related to clemency hearings. Assist with hearing participant sign-in and other operational needs on hearing days. Disseminate decisions of the Advisory Board of Pardons to all interested parties.
6. Assist in creating and maintaining electronic and hard copy files related to applications for termination of parole supervision. Create and maintain updated application information in tracking spreadsheets and SPIRIT. Create forms for use in the termination process. Draft summaries of relevant information for review when needed and distribute accordingly. Assist with the scheduling and preparation of all termination hearings through regular and electronic mail. Assist in the drafting of correspondence and notification letters. Assist with creation of virtual events (WebEx, Zoom, etc.) related to termination hearings. Assist with hearing participant sign-in and other operational needs on hearing days. Notify termination applicants and all interested parties of all decisions of the Board.
7. Create and maintain electronic and hard copy files related to applications for termination of parole supervision. Create and maintain updated application information in tracking spreadsheets and SPIRIT. Create forms for use in the termination process. Draft summaries of relevant information for review when needed and distribute accordingly. Assist with the scheduling and preparation of all termination hearings through regular and electronic mail. Assist in the drafting of correspondence and notification letters. Assist with creation of virtual events (WebEx, Zoom, etc.) related to termination hearings. Assist with hearing participant sign-in and other operational needs on hearing days. Notify termination applicants and all interested parties of all decisions of the Board.
8. Draft records of decision under the supervision of staff attorneys. Review records of decision for accuracy.
9. Draft and review forms for use by the Office of the General Counsel and the Board.
10. Process, organize, and record documents and files to prioritize for archiving purposes pursuant to agency policy and state law.
11. Assist in training employees under the supervision of General Counsel.
12. Perform other related duties as required.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.
II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.
III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.