Judicial Secretary - Boston Municipal Court

Title: Judicial Secretary (Gr 12-13)

Pay Grade: Grade 12

Starting Pay: $56,782.44

Departmental Mission Statement: Given our unique responsibility to advance the fair administration of justice, the Boston Municipal Court Department is devoted to the rule of law through the conscientious and expeditious resolution of disputes, with a commitment to restoring the human spirit through correction, education, respect and compassion.

ORGANIZATIONAL PROFILE:

https://www.mass.gov/orgs/boston-municipal-court

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

• This position is a full time-in person, public facing position. This role will serve as a front desk receptionist interacting professionally with the public, attorneys, and court personnel.

Position Summary: The positions within this series perform confidential, legal and administrative secretarial services to one or more Trial Court Justices and the Boston Municipal Court Administrative Office.  The position title above the entry level requires the performance of increasingly more responsible and varied work requiring more knowledge of court procedures, administrative procedures, and word processing functions.  Employees are appointed at the entry level and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title.  

ORGANIZATIONAL LEVELS:

The positions within this series perform confidential, legal, and administrative secretarial services to one or more Trial Court Justices.

The position title above the entry-level requires the performance of increasingly more responsible and varied work requiring more knowledge of court procedures, administrative procedures, and word processing functions. Employees are appointed at the entry-level and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title.

Judicial Secretary I - This is the entry level position title within this series.  Employees at this level are expected to perform a variety of confidential, legal, and administrative duties for one or more Justices and the Administrative Office of the Boston Municipal Court.  

Judicial Secretary II - This is the second level position title within this series.  Employees at this level are expected to perform higher level word processing and administrative support functions, and to provide technical assistance to other personnel.

Supervision Received: Reports directly to the BMC Deputy Court Administrator

Duties:

Judicial Secretary I

• Transcribes dictation of orders, memoranda, opinions, decisions, findings, directives, correspondence, administrative reports and other materials.  
• Types legal documents, decisions, memoranda of law, findings and opinions for the law clerk(s) and Justice(s) and maintains such documents in a data base.  
• Types correspondence and administrative reports for Justice(s)' review and signature.    
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar and legal citation (if necessary).
• Screens visitors and telephone calls and answers inquiries or refers them to appropriate personnel.  
• Operates a variety of office equipment including a personal computer, typewriter, dictating equipment, photocopier, calculator and fax machine.  
• Maintains the law library, office inventory of equipment, and personal records, legal files and calendars.  
• Performs related administrative duties as required.    

Judicial Secretary II Additional Duties: 

• Types the most complex documents and decisions for one or more Justices using more advanced word processing functions and requiring more knowledge of legal citation.  
• 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 lower-level personnel on policies and practices.  
• Makes travel and lodging arrangements and processes vouchers for reimbursement of expenses. Provides research assistance as directed by the Justice(s).  
• Composes correspondence for a Judge's 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 considerable research and the preparation and/or coordination of activities related to those projects.  
• May coordinate medical malpractice tribunals or mental health commitments and process all paperwork related to those tribunals or commitments.  
• Performs all of the duties of the lower level within this series as required.

Minimum Requirements:

Judicial Secretary I  

• High School diploma or the equivalent and at least one year of further education, e.g., secretarial or paralegal program, or an equivalent combination of education and experience.  
• At least three years of prior secretarial experience, preferably in a legally related area.  
• Knowledge of basic English, grammar, spelling, punctuation and legal terminology and citation.  
• Knowledge of and skill in the use of a personal computer operating under Windows ‘95 with various software applications, especially WordPerfect v.7 or higher.  
• Knowledge of court operations and procedures.  
• Ability to type at an acceptable rate.  
• Ability to use a variety of office equipment and work processing equipment, including personal computers.  
• Ability to establish and maintain effective working relationships with others.  
• Ability to exercise judgment and to work without close supervision.
• Ability to handle sensitive matters on a confidential basis.  
• Ability to serve the public and others with business before the court in a courteous and professional manner.    

Judicial Secretary II Additional Requirements: 

• A minimum of two years of experience as a Judicial Secretary I.  
• Considerable knowledge of court operations and procedures and legal citation.  
• Considerable knowledge of word processing software and advanced functions.  
• Considerable knowledge of automated systems and the ability to teach and train staff in their use and to solve problems.  
• Considerable knowledge of spreadsheet software and data base management software.  
• Working knowledge of Trial Court fiscal policies and procedures.   
• Ability to research issues and present findings in a clear and concise manner.