Supervising Administrative Assistant - Training Department

The Committee for Public Counsel Services, the public defender agency for Massachusetts, is seeking a full-time Supervising Administrative Assistant for our Training Department. The Supervising AA provides high level support to the Training Chief and supervises administrative staff in the Training Department. This position is a hybrid position, requiring a minimum of two days per week in Boston or Worcester.

DIVERSITY AND INCLUSION MISSION STATEMENT

CPCS is committed to protecting the fundamental constitutional and human rights of our assigned clients through zealous advocacy, community-oriented defense, and the fullness of excellent legal representation. We are dedicated to building and maintaining strong professional relationships, while striving to accept, listen to and respect the diverse circumstances of each client, as we dedicate ourselves to meeting their individual needs. It is our CPCS mission to achieve these goals, and in furtherance thereof, we embrace and endorse diversity, equity and inclusion as our core values as we maintain a steadfast commitment to: (1) Ensure that CPCS management and staff members represent a broad range of human differences and experience; (2) Provide a work climate that is respectful and supports success; and (3) Promote the dignity and well-being of all staff members. CPCS leadership is responsible for ensuring equity, diversity, and inclusion. The ability to achieve these goals with any level of certainty is ultimately the responsibility of each member of the CPCS community.

AGENCY OVERVIEW

CPCS is the state agency in Massachusetts responsible for providing an attorney when the state or federal constitution or a state statute requires the appointment of an attorney for a person who cannot afford to retain one. The agency provides representation in criminal, delinquency, youthful offender, family regulation, guardianship, mental health, sexually dangerous person, and sex offender registry cases, as well as in appeals and post-conviction and post-judgment proceedings related to those matters.

The clients we represent are diverse across every context imaginable and bring many unique cultural dimensions to the matters we address. This reality creates a critical need for CPCS staff to be culturally competent and able to work well with people of different races, ethnicities, genders and/or sexual orientation identities, abilities, and limited English proficiency, among other protected characteristics.

POSITION OVERVIEW

The Supervising AA is responsible for supervising the Administrative Assistants in the Training Department, including delegation of work responsibilities, preparation of annual performance evaluations, and approval of time and attendance. The Supervising AA must be able to provide excellent support for staff as well as coordinate communications with other CPCS units across the Agency and the public.

This is a full-time (35 hours/week) position and reports directly to the Training Chief. This position is a hybrid position, requiring a minimum of two days per week in Boston or Worcester.

Applicants must have:

• Associate’s degree in a related area; at least four years of experience as an administrative assistant or office manager; executive level secretarial skills; or an equivalent combination of education, experience, and skills; and,
• Access to reliable transportation to assist in the execution of training programs at various locations; and,
• Access to home internet access sufficient to work remotely.

The ideal candidate will be a person who is highly organized, creative and detail oriented, enjoys interacting with people in a friendly work environment, and will take satisfaction from working in an agency whose commitment is to protecting the fundamental legal rights of indigent persons.

The ideal candidate will have:

• Expertise in computer and technological skills and in-depth knowledge of relevant software, including MS Word, Excel, PowerPoint, and Outlook;
• Strong communication, organizational, and detail skills;
• Knowledge of standard office administrative practices and procedures;
• Excellent interpersonal and communication skills, including the ability to interact effectively with diverse colleagues at all levels of the agency, and the ability to work as an effective team member;
• Strong cultural competency and diplomacy skills;
• Excellent problem-solving skills;
• Flexibility, and strict adherence to confidentiality;
• Typing skill of 50 to 60 wpm preferred;
• Legal office experience a plus; and,
• Foreign language skills are beneficial.

The responsibilities of the Supervising AA include, but are not limited to:

• Supporting the Training Chief in the day-to-day duties of running the Training Department;
• Supervising Training Department Administrative Assistant staff, including delegation of work, preparation of annual performance evaluations, approval of time & attendance, and professional training as well as participating in the recruitment, selection, and hiring of Administrative Assistant staff;
• Providing high level administrative support to the Training Department, including information organization and analysis, scheduling, arranging travel, resource maintenance and updating, and handling correspondence;
• Working closely with the Training Technologist and the Training Department Project Coordinator to ensure that Department objectives and goals are met;
• Ensuring that office systems and agency processes are administered effectively and communicating effectively with internal and external contacts at all levels;
• Coordinating and assisting with in-person and remote training, program evaluation, correspondence with faculty and participants, coordinating registration, communicating and negotiating with hotels, conference facilities and other vendors and other tasks that support the creation and delivery of training;
• Maintaining ongoing administrative projects such as ordering and organizing library materials, maintaining a department-wide training calendar, updating various membership lists and coordinating use of MCLE vouchers;
• Coordinating support for the department from HR, Facilities and IT as well as external partners; and,
• Other duties as assigned.

EEO Statement

The Committee for Public Counsel Services (CPCS) is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation as required by Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and other applicable federal and state statutes and organizational policies. Applicants who have questions about equal employment opportunity or who need reasonable accommodations can contact the Chief Human Resources Officer, Sandra DeBow-Huang, at sdebow@publiccounsel.net