Assistant Supervisor for Administration - Middlesex Superior Court

Official Title: Assistant Supervisor for Administration - Middlesex Superior Court

Pay Grade: Grade 16S

Salary Range: 16S Entry Level Pay $69,397.90 to Pay Range Maximum $102,281.40

Starting Pay: $69,397.90

Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.

Departmental Mission Statement: The Superior Court, the Trial Court of general jurisdiction for the Commonwealth of Massachusetts, is committed to delivering high quality justice in a timely and fair manner in accordance with the rule of law.

ORGANIZATIONAL PROFILE:

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

Notes:

• Applicants must be able to report to work at Lowell or Woburn Superior Court locations.

Position Summary: Performs specialized administrative and operational support duties for a Department Head and Court Operations Supervisor. Performs administrative functions relating to payroll, human resources, and purchasing. Prepares a variety of specialized court department documents and maintains files. Supports the ongoing operations of the court A/V technology equipment and serves as a liaison with the Judicial Information Systems Department (JISD). May oversee and provide training to other administrative or court office staff. May provide guidance to more junior roles within a court office.

Supervision Received: Works under the direction of a Department Head or designee.

Essential Functions and Responsibilities:

• Performs administrative duties for an assigned court office, including human resources issues, payroll, ordering supplies, and preparing payment vouchers, and contracts.
• Supports the Department Head and Court Operations Supervisor with confidential matters, including communications and maintaining personnel files.
• Assists with the onboarding of new employees.
• Communicates Human Resources policies and procedures on leaves, time and attendance, health and safety matters, and provides training as needed.
• Provides office and procedural support as needed, including answering the telephone and greeting/screening visitors.
• Monitors and supports a variety of court tactics and initiatives, including tracking projects from initiation to completion and ensuring projects are proceeding as designed and on schedule.
• Assists in the management of priorities and departmental staff project deadlines.
• Acts as liaison with other court offices, departments, and outside agencies as necessary. Arranges meetings and coordinates correspondence.
• Maintains time and reporting information and prepares fiscal documents.
• Maintains department records and invoices. Monitors inventory and orders supplies.
• Monitors and tracks expenditures, troubleshoots problems, prepares reports, and manages invoices.
• Supports the day-to-day operations of any A/V related technology used in the court to ensure reliable and effective operation, escalating issues to JISD as necessary.
• Provides technical support for court events, ceremonies, and proceedings.
• Makes technology equipment recommendations including helping users assess needs and providing justification for equipment and services.
• Works with the JISD Department to assist in effective information technology asset management.
• Assists with onboarding new employees on their technology business needs.
• 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, including computers, applicable business software, and A/V equipment
• Inventory assessment and management
• Departmental and court policies and procedures
• Basic payroll and onboarding processes
• Current office and clerical practices and procedures
• Budget and accounting principles
• Data reporting tools

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

Ability to:
• Establish effective working relationships with others
• Maintain standard operations of A/V equipment
• Order office supplies
• Perform basic mathematical tasks
• Prepare clear and accurate reports
• Maintain appropriate records

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. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.