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Committee for Public Counsel Services Supervising AA III - PDD Salem in Salem, Massachusetts

The Public Defender Division Salem Trial Office is seeking to fill a Supervising Administrative Assistant III to support the Attorney in Charge in running the day to day duties of this fast-paced trial office.

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 each member of the CPCS community.

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, child welfare, 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.

OFFICE OVERVIEW

The PDD Salem Trial Office is centrally located in vibrant downtown, and historic Salem, MA.

As can be expected within any large segment of urban populace, our clients are robustly diverse. We find ourselves very fortunate to represent people who possess unique and contextual cultural dimensions, in every possible way. Resultantly, it is a fundamental requirement that CPCS attorneys, support staff, and leadership, be culturally competent with a genuine desire to serve the needs of every client---irrespective of race, ethnicity, gender identities and preferences, limited English proficiency, and all other protected characteristics.

POSITION OVERVIEW

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

The Supervising Administrative Assistant III reports to the Attorney in Charge.

This is a full-time (35 hours/week) position.

MINIMUM ENTRANCE REQUIREMENTS

Applicants must have:

  • Associates degree in a related area;

  • At least three years of full-time, or equivalent part-time, experience in administrative work;

  • An equivalent combination of education, experience, and skills.

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.

RESPONSIBILITIES

The primary responsibilities of a Supervising Administrative Assistant III 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.

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 interim Director of Human Resources Management, Mark Conlon, at mconlon@publiccounsel.net

ID: 2021-2028

Post: careers: 7/16/2021

Post End Date: 8/4/2021

Salary: $55,500.00 - $65,500.00, commensurate with years of experience

External Company URL: www.publiccounsel.net

Street: 35 Congress Street

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