Administrative Coordinator - Human Resources

Official Title: Administrative Coordinator - Human Resources

Pay Grade: Grade 16S

Salary Range: 16S Entry Level Pay $68,037.06 to Pay Range Maximum $100,275.76

Starting Pay: $68,037.06

Salary Notes: This position is designated as a confidential, non-union position. All new hires must start at the entry level rate for this role per the Personnel Policies and Procedures Manual.

Departmental Mission Statement: Our mission is to create a culture that values all employees, maximizes individual potential, and positions the Massachusetts Trial Court's Human Resources Department as a trusted, knowledgeable, and strategic partner. Human Resources will achieve this through innovative approaches to attracting, developing, and retaining a high-performing, inclusive and diverse workforce, and by fostering creative problem solving and continuous improvement through ongoing development of business acumen.

Notes: This full-time position is a confidential, non-union position assigned to the Trial Court Human Resources Department in Boston. 

This position is fully in person.

Position Summary: Provides administrative support and assistance to all units within the HR department and/or the general public. Takes a leading role in the development of new programs and projects within the department. Serves as a lead to other support staff. Enters, maintains, and manages data, documents, and records. Administrative Coordinator also performs variety of administrative support duties that are complex, confidential and employer sensitive, and non-routine nature.

Supervision Received: Works under the direction of a Department Head

Essential Functions and Responsibilities:

• Provides project management and oversees special initiatives within the division. Supports a variety of personnel matters conducted in coordination with the Human Resources Department.
• Participates in all activities related to development, implementation, and subsequent monitoring of operations and projects.
• Performs administrative tasks as assigned, including document editing, taking meeting minutes, answering telephones, preparing reports, etc. This includes serving as the primary backup to the Trial Court’s Office Assistant , fielding and directing calls as necessary to appropriate Trial Court Departments.
• Prepares complex and detailed documents.
• Performs variety of administrative support duties, including those of a confidential, employer sensitive, and non-routine nature.
• Directly assists and acts in a confidential capacity to an HR 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.
• Maintains department records and drafts routine correspondence.
• Analyzes statistics and develops new databases to assist in administration of programs. Prepares reports on various administrative activities within the HR Department.
• Acts as a liaison and provides technical advice to other offices, departments, the public, and outside agencies.
• Participates in the development of HR operating policies, procedures, and forms.
• Provides assistance in the hiring, onboarding, and training process of lower level employees.
• Performs other 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 those 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.

Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

Education and Experience
• Associate's Degree from an accredited college or university
• Four (4) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
• Modern office equipment and technology including computers and applicable software
• Inventory assessment and management
• Departmental and court policies and procedures
• Data management and reporting tools
• Current office and clerical practices and procedures

Skill in:
• Customer service
• Multi-tasking
• Organization and time management
• Leadership

Ability to:
• Establish effective working relationships with others
• Order office supplies
• Perform basic mathematical tasks
• Prepare clear and accurate reports
• Maintain appropriate records
• Communicate effectively, both orally and in writing
• Work independently and follow oral and written instructions
• Identify problems and develop feasible solutions
• Maintain confidentiality of information

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 or constantly having to lift, carry, push, pull or otherwise move objects, including the human body.