Appeals Court Judicial Secretary Series

Title: Appeals Court Judicial Secretary Series

Pay Grade:    15

Starting Pay:  $63,087.21

Departmental Mission Statement: 

The Appeals Court is committed to providing justice under the law by rendering thoughtful, well-reasoned appellate decisions in a timely and efficient manner, treating all those who come before the court fairly and impartially.

Notes: This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

• Court employees are not permitted to engage in the practice of law.
• Employees of the Massachusetts courts are required to be Massachusetts residents.
• This is a full-time position.
• The Appeals Court recognizes the importance of a work-life balance and is developing a hybrid office/remote work policy.
• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.
• The position includes a generous State benefit package including a defined benefit pension plan, subject to vesting. Information about the Court's benefit page is available at https://www.mass.gov/guides/trial-court-employee-benefits
• Employment is contingent upon passage of a criminal record check for all new hires.

Position Summary: 

Judicial Secretaries perform legal and administrative services to the Appeals Court and report directly to the Operations Manager who will assign them to serve the court in a variety of ways, such as: assisting the justices, providing administrative support for senior managers, and serving on various court committees/task forces. Employees appointed to this position must be flexible, dependable, and responsible in order to meet deadlines and the needs of the various offices of the Appeals Court. Judicial Secretaries may be assigned to support 3 or more Appeals Court Justices daily. While the position is a permanent, full-time position at the court, the judicial assignments may be temporary, short-term, or long-term assignments.

Duties: 

Appeals Court Judicial Secretary I

Types judicial orders and opinions for the Justice(s); maintains such documents in a database; distributes drafts of decisions for internal review; and prepares decisions for publication and release by proofreading and circulating decisions to the Justices and proper officials.

Transcribes dictation from a dictaphone, micro-cassette, or digital wave pedal.

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

Prepares correspondence and administrative letters for Justice(s)' review and signature.

Prepares travel and lodging expenses and processes vouchers reimbursements for the Justices.

When necessary, screens visitors, telephone calls, and answers inquiries; occasionally takes messages or refers messages to appropriate personnel.

Operates a variety of office equipment, including a personal computer with a variety of software applications (i.e., document management systems, word processing, e-mail), dictating equipment, photocopier, scanner, calculator, and fax machine.

Digitally manages case files consisting of briefs, records of lower court proceedings, transcripts, and exhibits for each case before the Justices. This includes tracking and reviewing open motions/referred to panel filings.

Maintains the law library, submits office supply requests, and when necessary, manages the Justices' calendars.

Provides office coverage during lunch periods and at other times when necessary.

Performs related administrative duties as required.

Assists in preparing decisions for publication and release by proofreading, confirming grammar and terminology usage, assuring consistency with case files, inserting half-sheet information into opinions, maintaining a list of pseudonyms for adoption cases, duplicating, circulating, distributing, and delivering decisions to Justices and proper officials.

Appeals Court Judicial Secretary II

Performs all of the duties of the lower level position in this series as required, and in addition is cross-trained to prepare monthly expenditure reports and other documents; is able to use the appellate court case management system; is thoroughly familiar with the appellate court document management system (i.e., Livelink); serves in a lead capacity, providing technical assistance and advice to other personnel on policies and practices; is able to provide assistance as backup or substitute for any other judicial secretary; may compose correspondence for Justice's review and signature; may train staff in use of word processing and document management systems, troubleshoot related problems and attend user group meetings; may assist in maintaining library; may perform special projects as directed by Justices or other senior management staff.

Minimum Requirements: Ability to speak, write, and follow verbal and written instructions.

Ability to work cooperatively with other employees of the Appeals Court and to communicate with the general public and handle sensitive matters on a confidential basis.

Formal or other education and training and five or more years of experience as a legal or judicial secretary is required.

Extensive knowledge of contemporary office methods, practices, technology, and equipment, including a computer, dictating equipment, photocopier, and fax machine. Judicial Secretaries must be proficient in Microsoft Office Software and Windows.

Demonstrate a high degree of skill and accuracy in a demanding environment and knowledge of legal terminology, writing style, and research and considerable knowledge of appellate court operations, procedures, and legal citation and working knowledge of Appeals Court policies and procedures.

This is a full-time position requiring 37.5 hours per week during the hours of 8:30 a.m. - 4:30 p.m. This position is primarily assigned to the John Adams Courthouse. Hybrid remote work is available after a required probationary period.