In compliance with the Trial Court’s Mandatory Vaccine Reporting and Weekly Testing Policy, hired candidates must provide proof of COVID-19 vaccination to the Trial Court’s Human Resources Department prior to their start date or agree to submit to weekly testing as a condition of employment.
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Title: Administrative Secretary-District Court Administrative Office
Pay Grade: 10
Starting Pay: $42,163.14/Yr.
Departmental Mission Statement: As a gateway to justice in the Commonwealth of Massachusetts, the District Court is dedicated to the administration of justice in a fair, impartial and timely manner in accordance with the rule of law. In fulfilling this role, the District Court shall provide the communities it serves with an environment that is safe, accessible and respectful to all. The District Court shall conduct its business with integrity, competence and a commitment to excellence in order to promote public trust and confidence in the judicial system.
DISTRICT COURT ORGANIZATIONAL PROFILE:
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.
Position Summary: Working within a Trial Court administrative office, the Administrative Secretary performs receptionist and secretarial duties for an administrative office. Duties include answering telephone calls, providing information to the public and to court personnel, and greeting visitors. Also prepares correspondence and documents and performs other clerical work, often while in the reception area. Primary responsibility for backing up the reception area. The position title above the entry level performs higher level duties which require more knowledge of policies and procedures. Employees are hired at the entry level position title and are eligible for reclassification to the higher level position title 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 Secretary I - This is the entry level position title within this series. Employees at this level are expected to perform a variety of receptionist related duties, to perform other secretarial and clerical work, and to train for the next higher level.
Administrative Secretary II - This is the second level position title within this series. Employees at this second level are expected to be able to respond to more complicated inquiries and to perform higher level clerical duties.
Duties: Administrative Secretary I Duties: Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
Screens and greets visitors and jurors to an administrative office.
Assists in providing routine information to high level court personnel and the public.
Opens and sorts mail within an administrative office.
Prepares a variety of routine documents from handwritten drafts. Proofreads typed materials for accuracy and correct punctuation, spelling and grammar.
Assists with receiving and responding to telephone, mail and electronic inquiries from jurors in a courteous, efficient and professional manner.
Assists with American with Disability requests and related matters from jurors.
Assists and maintains all documents and correspondence for deaf juror projects.
Assists with maintenance of conference room calendar, arranges meetings and conferences as requested.
Assists with maintenance of records and files, including correspondence chronology files.
Assists with maintenance of statistics for Administrative matters.
Assists with maintenance of equipment inventory.
Assists with ordering and maintaining office supplies.
Assists in preparing large mailings as necessary.
Provides clerical and procedural support as needed.
Performs related duties as required.
Administrative Secretary II Additional Duties:
Responds to more complicated inquiries or requests for information or determines which requests should be handled by another staff person.
Prepares more complicated documents or reports.
Composes correspondence for supervisor's review and signature.
Acts as liaison with other offices, departments and outside agencies.
May be called on to provide secretarial assistance to other Department Heads.
Performs special projects.
Performs all of the duties of the lower level within the series as required.
Minimum Requirements: Administrative Secretary I Requirements:
A High School diploma or the equivalent and four years of secretarial or administrative experience, or an equivalent combination of education and experience.
Knowledge of clerical and office procedures.
Good knowledge of English, grammar, spelling and punctuation.
Ability to type accurately and proficiently.
Ability to operate standard office equipment, including copier, fax mailing machines, calculators, and personal computers and terminals.
Ability to communicate effectively and tactfully with the general public and court officials.
Ability to set up and maintain filing systems.
Ability to work independently and follow oral and written instructions.
Basic knowledge of Microsoft Office Products.
Administrative Secretary II Additional Requirements:
A minimum of two years of experience as an Administrative Secretary I.
Considerable knowledge of Microsoft office applications including Excel.
Working knowledge of administrative policies and procedures.
Demonstrated ability to create reports and spreadsheets.
Demonstrated ability to respond to a wide range of inquiries in a professional and courteous manner.
Demonstrated ability to perform duties with minimal supervision and to exercise greater judgment.
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Employment with the Trial Court is contingent upon passage of a criminal record check.