Supervising Administrative Assistant III - CAFL Boston - Committee for Public Counsel

Overview

The Committee for Public Counsel Services (CPCS), the Massachusetts public defender agency, is seeking a Supervising Administrative Assistant III in our Children and Family Law Division Boston Trial Office.  The Supervising Administrative Assistant III supports the attorneys and social workers that provide legal representation and advocacy to children and parents in the child welfare/ family regulation system.

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.

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.

DIVISION OVERVIEW

CAFL’s legal advocacy plays a critical role in cases that affect families.  For a parent involved in a C&P case, having a skilled CAFL lawyer may mean the difference between the family’s reunification and the termination of parental rights – the “death penalty of family law.”  For a teenager who is the subject of a truancy CRA case, CAFL’s advocacy may secure the special education services that enable the client to succeed in school and avoid being placed in a foster home.  For siblings looking for stability after the court has freed them for adoption, a CAFL attorney will fight to ensure that they are provided a permanent home – one that allows them to stay together.

OFFICE OVERVIEW

The Boston Trial Office provides public defense in family regulation matters in Suffolk and Middlesex Counties.  The Office has a strong culture of teamwork and strongly believes in community engagement and partnership to assist clients as they navigate the family regulation system.

The Boston Trial Office is conveniently located in the downtown area of Boston.  It is accessible by MBTA subway and buses, Amtrak Commuter Rail, and ferry services.  The Boston Trial Unit shares space with CPCS Administration, and other divisions and units on two floors of a modernized office building.  Other amenities include restaurants, retail businesses, and historic landmarks.

POSITION OVERVIEW

The Supervising Administrative Assistant III 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 III is responsible for supervising an Administrative Assistant in the office, including the 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 with 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.

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

Substitutions:

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 member;
• 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

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 Chief Human Resources Officer, Sandra DeBow-Huang, at sdebow@publiccounsel.net