• Executive Assistant

    Location US-MA-Boston
    Court
    Office of Court Management
    Posting Date
    8/27/2018
    Starting
    USD $65,165.18/Yr.
    ID
    2018-3895
  • NOTES

    This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 10 business days.

     

    This position is designated as Confidential and is covered by the Personnel Policies and Procedures Manual. 

     

    Please upload a resume to your profile during the application process. 

    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 professional utilizing best practices in a manner that inspires public trust and confidence

    DEPARTMENTAL MISSION STATEMENT

    The Executive Office of the Trial Court is led by the Chief Justice of the Trial Court and the Court Administrator and oversees judicial and court operations, including the Office of Court Management. The Executive Office works collaboratively with the Trial Court’s seven Departments and the Commissioners of Probation and Jury to develop and implement policies and initiatives that promote an environment of continuous improvement and ensure the most effective use of resources to support and enhance the delivery of justice in the Trial Court. The Executive Office also oversees the development and implementation of strategic planning for the Trial Court.

     

    ORGANIZATIONAL PROFILE:

    https://www.mass.gov/orgs/executive-office-of-the-trial-court

    POSITION SUMMARY

    Working within the Trial Court’s Executive Office of the Trial Court, the Executive Assistant performs a variety of secretarial and administrative support duties for the Chief Justice and the Court Administrator. The position requires the performance of complex administrative duties and other varied work requiring considerable knowledge of the organization of the Trial Court, court procedures, administrative procedures, and the use of business software to assist in a variety of legal and administrative confidential matters for the Executive Office. Strong organizational skills and an attention to detail are necessary both in the area of scheduling and in meeting preparation.

     

    SUPERVISION RECEIVED:

    Receives direction and regular assignments from the Chief Justice of the Trial Court and the Court Administrator. Immediate supervision is provided by the Senior Assistants to the Chief Justice and Court Administrator.

    MAJOR DUTIES

    Executive Assistant Duties:

     

    Drafts, types, and edits documents, decisions, memoranda, bulletins, administrative reports, and other materials for the Chief Justice of the Trial Court and Court Administrator;

     

    Creates and maintains filing systems;

     

    Regularly contacts Department Heads, other Trial Court Departments, and other state agencies on behalf of the Executive Office; contacts may include the highest levels of the Judiciary and other branches of State government;

     

    Maintains the executive calendars as required and schedules meetings and makes necessary arrangements and prepares materials for meetings;

     

    Screens telephone calls and answers inquiries or ensures that inquiries are referred to the appropriate personnel;

     

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

    Recommends and implements effective office procedures and routines;

     

    Coordinates the distribution of correspondence;

     

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

     

    Operates a variety of office equipment including personal computers and related business software, photocopier machines, scanners, calculators, and fax machines;

     

    Maintains office inventory of equipment, and personal records, legal files and calendars; and

     

    Handles confidential and sensitive issues on behalf of the Chief Justice and/or Court Administrator;

     

    Cross trained to perform mid-level administrative duties such as preparing payment vouchers, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents;

      

    Serves in a lead capacity, providing technical assistance and advice to more junior staff on policies and practices;

     

    Composes correspondence for review and signature;

     

    May train staff in the use of automated systems and word processing software, introduce new versions or functions, trouble shoot problems and attend user group meetings;

     

    May perform special projects involving research and the preparation and/or coordination of activities related to those projects; and

     

    Performs related duties as required.

     

    JOB COMPETENCIES

    Ethics and Values

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

    Mission

    Understands, upholds, and communicates the Executive Office and Trial Court 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

    These are the minimum requirements necessary to apply for the position of Executive Assistant:

     

    An Associate’s Degree and (8) Eight years of professional administrative support and/or secretarial experience, or an equivalent combination of education and experience;

     

    Demonstrated 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 proper 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 work independently and follow oral and written instructions;

     

    OTHER

    HOW TO APPLY:


    Applicants must apply by completing a Trial Court online application at the following web address: https://careers-trialcourtsofmass.icims.com/jobs/intro

     

    PLEASE NOTE:

     

    Employment is contingent upon passage of a criminal record check.

     

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

     

    No applications or resumes will be accepted by hand, mail, fax, or email delivery.

     

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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