Supervising Administrative Assistant - PDD Framingham

Committee for Public Counsel Services•Framingham, MA

10d

About The Position

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. 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. 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.

Requirements

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

Nice To Haves

Legal office experience a plus
Foreign language skills are strongly preferred

Responsibilities

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
Other duties as assigned