Supervising Administrative Assistant - PDD Framingham
Job Description
****ALL APPLICANTS MUST APPLY DIRECTLY THROUGH THE CPCS iCIMS WEBSITE. IF YOU APPLY THROUGH MASS CAREERS AND DO NOT COMPLETE THE CPCS iCIMS APPLICATION, YOU WILL NOT BE CONSIDERED FOR THIS POSITION. PLEASE USE THE FOLLOWING LINK TO APPLY (CUT AND PASTE INTO YOUR BROWSER IF THE EMBEDDED LINK DOES NOT WORK):
https://careers-publiccounsel.icims.com/jobs/3018/supervising-administrative-assistant---pdd-framingham/job *** **
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. 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.
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
Courage • Accountability • Respect • Excellence
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.
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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.
OFFICE OVERVIEW
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.
Please access the following link to discover more about the CPCS Public Defender Division Framingham Trial Office: http://www.publiccounsel.net/dir/framingham-dist-pd
POSITION OVERVIEW
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.
RESPONSIBILITIES
The primary responsibilities of a Supervising Administrative Assistant include, but are not limited to:
- 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.
Qualifications
MINIMUM ENTRANCE REQUIREMENTS
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 toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
QUALIFICATIONS/SKILLS
- Strong communication, organizational and detail skills;
- Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint);
- Ability to establish effective working relationships and to work as a team leader;
- Flexibility, and strict adherence to confidentiality;
- Typing skill of 50 to 60 wpm preferred;
- Familiarity with advanced Word formatting and editing, and Microsoft Excel;
- Legal office experience a plus; and,
- Foreign language skills are strongly preferred.
EEO Statement
The Committee for Public Counsel Services (CPCS) is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation as required by Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and other applicable federal and state statutes and organizational policies. Applicants who have questions about equal employment opportunity or who need reasonable accommodations can contact the Chief Human Resources Officer, Sandra DeBow-Huang, at sdebow@publiccounsel.net .
**ALL APPLICANTS MUST APPLY DIRECTLY THROUGH THE CPCS iCIMS WEBSITE. IF YOU APPLY THROUGH MASS CAREERS AND DO NOT COMPLETE THE CPCS iCIMS APPLICATION, YOU WILL NOT BE CONSIDERED FOR THIS POSITION. PLEASE USE THE FOLLOWING LINK TO APPLY (CUT AND PASTE INTO YOUR BROWSER IF THE EMBEDDED LINK DOES NOT WORK):
https://careers-publiccounsel.icims.com/jobs/3018/supervising-administrative-assistant---pdd-framingham/job ** *****
Perks and Benefits
Health and Wellness
- Health Insurance
- Health Reimbursement Account
- Dental Insurance
- Vision Insurance
- Life Insurance
- Short-Term Disability
- Long-Term Disability
- FSA
- HSA
- Mental Health Benefits
Parental Benefits
- Adoption Assistance Program
- Family Support Resources
Work Flexibility
- Flexible Work Hours
- Hybrid Work Opportunities
Office Life and Perks
- Commuter Benefits Program
Vacation and Time Off
- Paid Vacation
- Paid Holidays
- Personal/Sick Days
- Volunteer Time Off
Financial and Retirement
- Pension
- Financial Counseling
Professional Development
- Promote From Within
- Mentor Program
- Access to Online Courses
- Lunch and Learns
- Internship Program
- Leadership Training Program
- Associate or Rotational Training Program
Diversity and Inclusion
- Diversity, Equity, and Inclusion Program