Administrative Coordinator - Labor Relations - Massachusetts Trial Court

This position supports the activities of the Labor unit, performing confidential duties that support management collective bargaining, confidential employee relations matters, and documents that may pertain ongoing Trial Court hearings or litigati...

Title: Administrative Coordinator - Labor Relations

Pay Grade: Grade 15

Starting Pay: $68,235.13

Departmental Mission Statement: The Human Resources (HR) Department partners with Trial Court management to create and maintain a talented, qualified workforce by recruiting a diverse applicant pool, by facilitating the fair merit-based selection for appointment of the most qualified candidates, by developing appropriate workforce training (in consultation with the Trial Court's Judicial Institute), by fostering positive management-employee relations, by promptly addressing workplace issues, and by developing performance based measures to ensure the continued excellence of the workforce. The HR Department will use best practices to ensure that this collaborative effort advances the mission of the Trial Court. The HR Department also provides information and assistance to all Trial Court employees on a variety of work place issues.

ORGANIZATIONAL PROFILE:

https://www.mass.gov/orgs/trial-court-human-resources-department

Notes: This full-time position is a confidential, non-union position assigned to the Trial Court Human Resources Department, 2 Center Plaza, Boston, MA.

This position is currently a hybrid position (subject to change).

Position Summary: Working within the Labor Relations Unit of the Human Resources Department of the Office of Court Management, the Administrative Coordinator supports activities related to the implementation and delivery of services and programs provided by HR Department in accordance with the Personnel Policies and Procedures Manual and Collective Bargaining Agreements. This position supports the activities of the Labor unit, performing confidential duties that support management collective bargaining, confidential employee relations matters, and documents that may pertain ongoing Trial Court hearings or litigation. An Administrative Coordinator is responsible for coordinating and communicating service activities, monitoring the progress of service requests, and recognizing and resolving problems at an early stage. The Administrative Coordinator will support the HR Department’s senior management team and their work units to deliver the highest level of customer service to Trial Court leadership, Department Heads, and all employees.

The Administrative Coordinator will also support the Department’s HR administration and operations, and the gathering of information on a variety of employee related issues as assigned by the Human Resources Labor unit. Other responsibilities include establishing and maintaining systems for tracking issues, orders, and cases. The position title above the entry level performs higher-level administrative responsibilities and requires greater knowledge of policies, procedures and greater independent judgment. Employees are hired at the entry-level position title and are eligible for reclassification to the higher-level position title consistent with the specifications for the higher-level position title. The position title reverts to the entry level when there is a vacancy.

ORGANIZATIONAL LEVELS:

Administrative Coordinator I - This is the entry-level position title within this series. Employees support and coordinate a variety of administrative and human resources activities, and train for the next higher level.

Administrative Coordinator II - This is the second level position title within this series. Employees at this level perform higher-level duties, which require greater technical knowledge, more knowledge of policies and procedures, and the ability to exercise independent judgment.

Supervision Received: The Administrative Coordinator reports to the ACHRO for Labor Relations or their designee, receiving general direction and supervision in performing duties in accordance with established guidelines.

Duties: Administrative Coordinator I Duties

Supports the activities of the Labor unit of the Human Resources Department, performing confidential duties that support management collective bargaining, confidential employee relations matters, and documents that may pertain ongoing Trial Court hearings or litigation;

Coordinates, participates, and supports a variety of administrative activities conducted by the Human Resources Department;

Oversees HR Department service-related tasks to facilitate processing and completion, and to promote consistency with common administrative practices and quality standards;

Supports departmental project activities and provides continuing technical advice and support to court personnel;

Analyzes statistics, develops databases to assist in administration of programs and prepares reports on program activities;

Assists in the delivery and implementation activities of new programs and initiatives;

Coordinates the drafting and distribution of correspondence;

Assists the public and court division personnel with problems they may encounter with Trial Court policies and procedures;

Schedules meetings, maintains HR department records, and data tracking systems;

Drafts standard and routine correspondence related to office and departmental policy and procedure;

Provides administrative and procedural support as needed, including fielding customer service calls;

Performs related duties as required.

Administrative Coordinator II Duties

Performs advanced service related, human resources and/or labor relations support duties;

Analyzes statistics, develops new databases to assist in administration of programs and prepares reports on various administrative activities;

Collects information from as needed by the labor attorneys;

Compiles and organizes official employment records, responding to formal personnel and other employee related record requests;

Supports a variety of more complex hiring, onboarding, benefits, and operational functions conducted by the Human Resources Department;

Participates in the development of operating policies, procedures, and forms;

Monitors progress of implementation activities against the implementation plan to ensure that implementation is timely completed;

Identifies and recommends improvements and best practices to the HR Leadership team;

Performs all of the duties of the lower level position title; and

Performs related duties as required.

Job Competencies: All applicants must be able, through the interview process, to prove efficiency in the following areas:

Ethics and Values: Communicates and demonstrates the ethics and values of the Human Resources Department and the Trial Court.

Mission: Understands, upholds, and communicates the Trial Court and Human Resources Department missions.

Applied Knowledge: Demonstrates ability with MS Office and can properly support the administration of departmental polices, procedures, and initiatives in a unionized employee environment.

Problem Solving: Accurately assesses common workplace problems in the Trial Court and recommends and facilitates appropriate solutions.

Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Collaboration: Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.

Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

Continuous Learning: Demonstrates a commitment to continuously improving himself or herself through professional development.

Minimum Qualifications:

These are the minimum requirements necessary to apply for the position of the Administrative Coordinator I:

Associate’s Degree in business or public administration or a related field; and

(3) Three or more years of experience supporting the operations of a human resources department, government office, or law office; or an equivalent combination of education and experience;

Proficient in the use Microsoft Office including Excel, Access, Outlook, and PowerPoint;

Ability to communicate clearly and effectively in oral and written form;

Ability to handle sensitive matters on a confidential basis;

High attention to detail in administrative matters;

Ability to adapt quickly to changing operational circumstances;

Ability to analyze problems and to develop feasible solutions;

Strong interpersonal skills and the ability to work professionally with court officials,

Judges, attorneys, and the general public, and to maintain effective working relationships;

Ability to work on multiple projects at a time;

Ability to work independently as well as part of a team;

Self-motivation and a commitment to continuing professional development; and

Ability to travel to court locations or events throughout the State when necessary.

Administrative Coordinator II Additional Requirements:

A minimum of three years of experience as an Administrative Coordinator I;

Considerable knowledge of all Human Resources Department policies and procedures, and a high level of proficiency in the delivery of HR services;

Ability to perform more advanced human resources, records and data management, and other administrative tasks as assigned, including written summaries based on research as required;

Demonstrated ability to lead projects;

Demonstrated ability to evaluate and identify more complex problems and to propose feasible solutions; and

Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment.

Preferred Qualifications: 

Experience in a union environment and/or a strong interest in Labor relations