Administrative Assistant to the Chief Justice - Administrative office of Housing Court

Official Title: Administrative Assistant to the Chief Justice - Administrative office of Housing Court

Pay Grade: Grade 18S

Salary Range: 18S Entry Level Pay $76,510.98 to Pay Range Maximum $112,765.12

Starting Pay: $76,510.980/yr.

Salary Notes: This position is a confidential, non-union position

Departmental Mission Statement: The Housing Court’s mission is to adjudicate all matters presented by litigants within its jurisdiction regarding housing in a fair, efficient, and timely manner according to the rule of law and the facts presented.  In accordance with this mission, the Housing Court, through its operating philosophy and business practices, strives to present a citizen-oriented process to maximize access to justice for all such litigants.  All members of the Housing Court are committed to this mission and process to fulfill our role within the judicial branch.

ORGANIZATIONAL PROFILE:

https://www.mass.gov/orgs/housing-court

Notes:

• In this position you are expected to be onsite in Boston five days week.
• This position will have occasional travel to all six divisions as needed.
• This position will be responsible for assigning work to interns. 

Position Summary: Provides specialized administrative support to the Departmental Chief Justice and the operations of the Departmental Administrative Office. This position requires the performance of complex confidential legal and administrative duties requiring considerable knowledge of the Trial Court procedures, administrative procedures, and the use of business software to assist in a variety of legal and administrative confidential matters for a Chief Justice.

Supervision Received: This position works under the general direction of a Departmental Chief Justice and receives assignments from the Deputy Court Administrator and Assistant Deputy Court Administrators.

Essential Functions and Responsibilities:

• Drafts, types, and edits complex legal documents, decisions, memoranda, bulletins, administrative reports, and other materials for a Chief Justice.
• Creates and maintains filing systems for a Chief Justice.
• Regularly contacts Departmental courts, other Trial Court Departments, and other state agencies on behalf of the Chief Justice; contacts may include the highest levels of the Judiciary and other branches of State government.
• Maintains the Chief Justice’s calendar and schedules meetings and makes necessary arrangements. Manage and optimize complex executive calendars, schedule multi-stakeholder meetings, and resolve scheduling conflicts proactively.
• Screens telephone calls and answers inquiries or ensures that inquiries are referred to the appropriate personnel.
• Coordinates the distribution of correspondence.
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).
• Directly assists and acts in a confidential capacity to supervisor or manager.
• May have access to or exposure to confidential information concerning labor relations or the Trial Court’s position on personnel matters and/or collective bargaining positions.
• 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.
• Handles confidential and sensitive issues on behalf of the Chief Justice.
• 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 the Chief Justice’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.
• Engage in and represent the Department at public outreach and community events.
• Provides assistance and support as needed by the Deputy Court Administrator and the Assistant Deputy Court Administrator.
• Performs related duties as required.

Job Competencies: 

Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Applied Knowledge: Demonstrates ability with MS Office and other business technologies and can properly support the administration of departmental policies, procedures, and initiatives in a unionized employee environment.
Problem Solving: Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
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 Requirements: Education and Experience:
• High School diploma or G.E.D. equivalency
• Five (5) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities: Knowledge of:
• Administrative support and legal secretarial experience.
• Modern office equipment, including computers and applicable software.
• Legal terminology.
• Office and clerical practices and procedures.
• Departmental and court policies and procedures.
Skill in:
• Customer service.
• Multi-tasking.
• Organization and time management.
• Leadership.
Ability to:
• Establish effective working relationships.
• Supervise and develop the skills of others.
• Draft routine messages and edit complex correspondence related to office policy and procedure.
• Handle sensitive matters on a confidential basis.
• Manage and organize an office and administration needs of senior staff.
• Multi-task and oversee multiple projects.
• Oversee maintenance of standard office equipment, including photocopier machines, scanners, calculators, and fax machines.
• Set up and maintain filing systems.

Supervisory Responsibility: This position serves as a Lead Worker to others.

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: This position requires sedentary work:
Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.