Administrative Assistant - District Court

Job Description:

Administrative Assistant - District Court

Description

Title: Administrative Assistant - District Court

Pay Grade: Grade 13

Starting Pay:$59,047.98

Departmental Mission Statement:
The Trial Court is committed to providing equal access to justice for all who use the Commonwealth’s courts; to the efficient and effective administration of justice and the fair and impartial resolution of disputes; to the protection of constitutional and statutory rights and liberties; to prompt and courteous service to the public by committed and dedicated professional employees utilizing best practices in a manner that inspires public trust and confidence.
MISSION STATEMENT OF THE DISTRICT COURT DEPARTMENT:
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.
ORGANIZATIONAL PROFILE:
http://www.mass.gov/courts/districtcourt/index.html

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 the Administrative Office of the District Court in Boston, the Administrative Assistant is responsible for supporting the daily activities of the Administrative Office of the District Court. The Administrative Assistant performs receptionist and clerical duties including answering telephone calls, providing information to the public and to court personnel, and greeting visitors. The Administrative Assistant also prepares correspondence and distributes informational material as needed. The Administrative Assistant possesses outstanding organizational skills, an ability to remain calm under pressure, exemplary attention to detail, superb problem solving and organizational skills, and a commitment to public service.

Supervision Received:The Administrative Assistant receives direct supervision from the Assistant Deputy Court Administrator and general direction from the Chief Justice and the Deputy Court Administrators of the District Court Department.

Duties:

• Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
• Screens and greets visitors to the 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 the public in a courteous, efficient and professional manner.
• 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 preparing materials for court wide meetings.
• Assists with maintenance of statistics for administrative matters.
• Assists in preparing large mailings as necessary.
• Provides clerical and procedural support as needed.
• Acts as liaison with other offices, departments, and outside agencies.
• Maintains correspondence and meeting files.
• Assists with all District Court initiatives including the Annual Judicial Conference, Professional Development initiatives, Committee Meetings, and event preparation.
• Coordinates the distribution of correspondence.
• Performs related duties as required.

Administrative Assistant 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.
• Prepares spreadsheets.
• Performs special projects.
• Performs all of the duties of the lower level within the series as required.

Job Competencies:All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.

Mission Understands, upholds, and communicates the Trial Court missions.

Applied Knowledge Understands research, information services operations, specialized tools, applications, and

software, with some understanding of the various court departments and divisions.

Problem Solving Ability to successfully address data issues, draw conclusions, and make recommendations.

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Performance Measurement Understands the value and importance of performance measures as a basis for both individual and departmental assessments.

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

Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.

Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Administrative Assistant in the Administrative Office of the District Court:
• An Associate’s Degree from an accredited college or university or an equivalent combination of education;
• Two years of relevant professional experience supporting senior management staff;
• Excellent organizational skills, including the ability to process a high volume of work in an organized and efficient manner;
• Exceptional interpersonal skills and the ability to maintain effective working relationships;
• Ability to work collaboratively in a team environment;
• Demonstrated ability to independently complete assignments and handle multiple assignments;
• Ability to serve the public and others with business before the court in a professional and courteous manner;
• Perform other related work as required.

Closing Date/Time: 2025-03-23

Salary:

$59,047.98