Massachusetts Trial Court

Administrative Assistant - Judicial Institute

US-MA-Boston
Office of Court Management
Posting Date
12/1/2017
Closing Date
12/14/2017 11:59 PM EST
Starting
USD $48,235.97/Yr.
ID
2017-3472

NOTE

This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

MISSION STATEMENT OF THE MASSACHUSETTS TRIAL COURT

The Trial Court is committed to:
• the fair and impartial administration of justice;
• protection of constitutional and statutory rights and liberties;
• equal access to justice for all in a safe and dignified environment;
• efficient, effective and accountable resolution of disputes;
• prompt and courteous service to the public by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

DEPARTMENTAL MISSION STATEMENT

The mission of the Judicial Institute is to provide coordinated educational services, skills training, and professional development for judicial and non-judicial personnel of the Massachusetts Trial Court. The Judicial Institute's mission also embodies a commitment to improve the courts' response to change and believes that professional development offers the means to improve morale, communication, performance, service, and the administration of justice. Established by statute in 1988, the Judicial Institute continues to meet its mission by developing educational and professional development programs for judges and Trial Court employees and by building networks with the larger academic community.

 

ORGANIZATIONAL PROFILE: http://www.mass.gov/courts/admin/judicialinstitute.html

POSITION SUMMARY

Working within the Judicial Institute, the Administrative Assistant performs a variety of secretarial and administrative support duties. Above the entry level the position includes higher-level secretarial and administrative duties. Employees are hired at the entry level position title and are eligible for reclassification to the higher level position title within this series 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 Assistant I - This is the entry level position title within this series. Employees at this level are expected to perform a variety of secretarial and administrative duties for one or more upper level managers and to train for the next higher level.

 

Administrative Assistant II - This is the second level position title within this series. Employees at this level are expected to perform higher level secretarial and administrative duties which require more knowledge of word processing functions, more knowledge of Trial Court policies and procedures, and to exercise more independent judgment

 

SUPERVISION RECEIVED:

 

Receives supervision from the Director of Judicial Education or her/his designee;

MAJOR DUTIES

Administrative Assistant I Duties:

 

Supports the Director of Judicial Education, including:

 

• maintains electronic and paper calendars;

 

• schedules meetings and reserves meeting rooms;

 

• organizes and maintains paper files;

 

• ensures meeting preparedness;

 

Supports the Deputy Director and Program Managers, including:

 

• prepares program materials, including copying of materials, assembling folders, creating nametags and sign-in sheets, organizing program supplies, etc.

 

• schedules meetings and reserves meeting rooms;

 

• interfaces with Office of Court Management Departments such as the Security, Facilities Management and Capital Planning, and/or with Departmental Administrative Offices and other Trial Court entities, as necessary;

 

• assists with completion and follow-up of necessary paperwork for external contracts and printing services outside the Trial Court;

 

• transports and lifts boxes of materials for Trial Court programs;

 

Assists with the administration of the Trial Court’s learning management system, the e-Learning Center, including data input, form assignments, running reports, assisting callers with e-Learning Center questions and problems, etc.

 

Types a variety of standard documents from handwritten drafts and other materials;

 

Coordinates the distribution of correspondence;

 

Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary);

 

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

 

Arranges meetings and screen calls as needed;

 

Maintains department records and orders supplies;

 

Maintains records of department invoices;

 

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

 

Assists in the maintenance of time and reporting information and prepares fiscal documents;

 

Prepares fiscal and statistical reports;

 

Provides clerical and procedural support as needed, including answering the telephone;

 

May provide secretarial assistance to other Department Heads; and

 

Performs related duties as required.

 

Administrative Assistant II Additional Duties:

 

Prepares complex and detailed documents requiring the use of macros, mail merges, and other special command functions;

 

Provides administrative support to the departmental staff as necessary for special projects and initiatives undertaken by the office;

 

Responds to more complicated inquiries related to policies and procedures;

Develops and maintains databases and spreadsheets;

 

Acts as liaison with other offices, departments and outside agencies;

Recommends and implements more effective office procedures and routines; and

 

Performs all of the duties of the lower level position title within this series as required.

JOB COMPETENCIES

Ethics and Values

Communicates and demonstrates the ethics and values of the Trial Court.

Mission

Understands, upholds, and communicates the Trial Court and Judicial Institute 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 operational problems 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.

POSITION REQUIREMENTS

Administrative Assistant I Requirements:

 

High school diplomas or the equivalent and four years of secretarial experience, or an equivalent combination of education and experience;

 

Knowledge of and proficiency in the use of personal computers and related business software, including MS Word and MS Excel; Some experience with MS PowerPoint is preferred;

 

Knowledge of current office and clerical practices and procedures;

 

Ability to draft standard and routine correspondence related to office policy and procedure;

 

Knowledge of basic English, grammar, spelling and punctuation;

 

Ability to handle sensitive matters on a confidential basis;

 

Ability to type proficiently;

 

Ability to operate current standard office equipment, including photocopier machines, scanners, calculators, and fax machines;

 

Ability to work professionally with judges, court officials, court employees, and the general public;

 

Ability to set up and maintain filing systems;

 

Ability to lift 25-30 lb. cartons of program materials;

 

Ability to work independently and follow oral and written instructions;

 

Administrative Assistant II Additional Requirements:

 

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

 

Considerable knowledge of and demonstrated ability to perform more complicated word processing functions and spreadsheet software;

 

Considerable knowledge of office policies and procedures and demonstrated ability to apply those policies to inquiries;

 

Demonstrated ability to independently complete assignments and to handle multiple assignments; and

 

Demonstrated ability to identify problems and to develop feasible solutions; and to properly route them for appropriate resolution when necessary;

 

OTHER

If you are not currently viewing this posting online, please visit the Trial Court website at www.mass.gov/courts to apply for this position or any other Trial Court employment opportunity.

 

 

No paper applications will be accepted.

 

 

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

 

PLEASE NOTE:
Employment is contingent upon passage of a criminal record check.

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