Supervising Administrative Assistant III - CAFL Trial and Appellate Panel Support Units

Overview

The Children and Family Law Division of the Committee for Public Counsel Services, the public defender agency for Massachusetts, is seeking a full-time Supervising Administrative Assistant III in our CAFL Trial and Appellate Panel Support Units. The Supervising Administrative Assistant III supports the attorneys and paralegal and has supervisory responsibility for the units’ clerks and other AAs.

The Trial and Appellate Panel Support Units provide support and oversight for private (non-staff) trial and appellate attorneys representing children and parents in the child welfare/ family regulation system. This position is eligible for a hybrid work schedule but requires in person attendance at the 75 Federal Street, Boston office at least two days a week.

We fight for equal justice and human dignity by supporting our clients in achieving their legal and life goals. We zealously advocate for the rights of individuals and promote just public policy to protect the rights of all.

Our Values

Courage   •   Accountability   •   Respect   •   Excellence

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.

DIVISION OVERVIEW

The Children and Family Law Division (CAFL) provides attorneys to children, young adults, and indigent parents in care and protection (C&P), termination of parental rights (TPR), child requiring assistance (CRA), and guardianship-of-a-minor cases, as well as in other civil matters involving children and young adults in which there is a right to an attorney.  The vast majority of CAFL clients are represented by private panel attorneys at both the trial and appellate levels.  Most CAFL trial cases are heard in the Juvenile Court.  Most CAFL appellate cases are heard in the Appeals Court.  CAFL assignments require a significant amount of out-of-court advocacy, primarily with the Department of Children and Families, but also with schools and with other state and private agencies.

OFFICE OVERVIEW

The Trial Panel Support Unit provides leadership, support, and oversight to more than 800 private attorneys who represent CPCS clients in trial matters involving children, young adults, and their families. The Appellate Panel Support Unit provides leadership, support, and oversight to approximately 150 private attorneys who represent these same clients on appeal.  Each Unit has a Director and several supervising administrative staff attorneys, and they share other administrative staff.

POSITION OVERVIEW

The Supervising Administrative Assistant III is a key member of CAFL Trial and Appellate Panel Support Unit staff, supporting both Units’ Directors and staff attorneys in running the day-to-day functions of a fast-paced legal office.  The Supervising Administrative Assistant III is responsible for supervising an Administrative Assistant, an Appellate Assignment Clerk, and a Trial Assignment Clerk, including the delegation of work responsibilities, preparation of annual performance evaluations, and approval of time and attendance.  The Supervising Administrative Assistant III must be able to provide excellent support for the attorneys, paralegal, and other staff in the Units as well as coordinate communications with 800 private CAFL trial attorneys, 150 private CAFL appellate attorneys, and other CPCS units such as HR, Facilities, IT, and Finance, as well as outside agencies.

The Supervising Administrative Assistant III reports primarily to the Trial Panel Director and secondarily to the Appellate Panel Director.

This is a full-time (35 hours/week) position.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS

Applicants must have: 

• Associates degree in related area;
• At least three years of full-time, or equivalent part-time, experience in administrative work;
• An equivalent combination of education, experience, and skills. 

Substitutions:

• A bachelor’s or higher degree with a major in business administration, business management, or public administration may be substituted for one year of the required experience.  Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

QUALIFICATIONS/SKILLS

• Some supervisory experience preferred;
• Strong communication, organizational and detail skills;
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint), Monday.com, and Salesforce;
• Ability to establish effective working relationships and to work as a team member;
• Flexibility, and strict adherence to confidentiality;
• Typing skill of 50 to 60 wpm preferred;
• Legal office experience preferred; and,
• Foreign language skills preferred

Responsibilities

RESPONSIBILITIES

The primary responsibilities of a Supervising Administrative Assistant III include, but are not limited to:

• Supervising other CAFL Trial and Appellate Unit Administrative Assistant (AA) staff, including preparation of annual performance evaluations, approval of time & attendance, and professional training;
• Delegating administrative support work in the office to AA staff;
• Supporting the Trial and Appellate Panel Directors and TPSU and APSU staff attorneys on day-to-day duties of running the office as well as special projects, performance reviews of attorneys, and coordinating communication, support, and resources with other CPCS units such as HR, Facilities, and IT, as well as other agencies such the Trial Court, the Appeals Court, and the Department of Children and Families;
• Participating in the recruitment, selection, and hiring process of office AA staff;
• Providing administrative support, including word and data processing, filing, copying, scanning, and handling correspondence;
• Coordinating and assisting with projects relating to private trial and appellate attorney oversight, support, complaints, and other areas;
• Creating statistical reports regarding private attorney caseloads and maintaining data collected;
• Planning, coordinating, and calendaring meetings and events and private attorney trainings including scheduling appellate moot courts;
• Collecting appellate briefs, single justice petitions, and motions from private counsel;
• Assisting with the assignment of appeals;
• Ensuring that office systems and agency procedures and practices are administered effectively; communicating effectively with internal and external contacts at all levels;
• Assisting with phone call, email and letter reception and response coverage including all receptionist responsibilities as needed;
• Maintaining and updating unit spread sheets and databases ; 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