Administrative Assistant - PDD Springfield

Committee for Public Counsel Services; Springfield (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

The Committee for Public Counsel Services (CPCS) – Public Defender Division in Springfield seeks an Administrative Assistant to support attorneys providing representation in criminal matters. The role is full-time and reports to the Supervising Administrative Assistant.

The ideal candidate is highly organized, detail-oriented, and capable of handling confidential information while communicating effectively with diverse stakeholders.

Qualifications

• At least one year of full-time administrative experience or equivalent.
• Education toward a degree may substitute for required experience.
• Must have access to home internet to work remotely.

Responsibilities

• Open and close cases, including running conflict checks.
• Word processing: CORI requests, subpoenas, motions, letters, running sheet entries.
• Filing, faxing, photocopying, scanning, shredding, transcription requests and other records.
• Providing telephone and reception services.
• Communicate effectively with internal and external contacts; work with diverse groups.
• Other duties as assigned.

Skills

Organizational skills

Detail oriented

Interpersonal skills

Communication

Confidentiality

Typing 50-60 wpm

Microsoft Word

Microsoft Excel

Foreign language

Legal office exp.

Education

Associate degree in business/public admin

Tools

Microsoft Word

Microsoft Excel

Job description

Overview

The Committee for Public Counsel Services (CPCS), the public defender agency for Massachusetts, is seeking to fill an Administrative Assistant position for its Public Defender Division (PDD) Springfield Office. PDD provides legal representation to adults in criminal court cases, including District and Superior Court.

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, equityand 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

CPCSis 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.

OFFICE OVERVIEW

The PDD Springfield Office provides public defense services for Hampden County, and it services one of the busiest courts in the Commonwealth. Though one of the largest offices in the state, PDD Springfield is a close-knit office with a strong culture of teamwork and cooperation. The office has been at the forefront of cutting-edge litigation addressing police misconduct and counsel shortage crises. Attorneys in the office manage diverse caseloads in District and Superior Court; they also benefit from frequent in-office trainings and case mooting, and from having an in-house Spanish interpreter. The office has new facilities close to the courthouse, free parking, and staff social service advocates, investigators, and administrative assistants.

Springfield is home to an ethnically diverse population, with nearly half of its residents identifying as Hispanic and 18% identifying as Black of African American.Springfield is situated in the scenic Pioneer Valley with access to beautiful hiking and biking trails, water sports, and a variety of outdoor activities. The urban core of Springfield boasts historical mansions and important historical sites. Springfield is surrounded by picturesque towns, suburbs and rural areas.The Pioneer Valley offers affordable housing, prestigious educational institutions, and proximity to cities such as Boston, New York and Montreal.

POSITION OVERVIEW

The Public Defender Division is seeking to fill an Administrative Assistant position to work withattorneyswho provide legal representation and advocacy toindigent adults in criminal misdemeanor and felony cases in area courts.

This is a full-time position and reports to the Supervising Administrative Assistant.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS

Applicants must have at least (A) one year of full-time, or equivalent part-time, experience in administrative work or (B) any equivalent combination of the required experience and the substitutions below:Substitutions:

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

Applicants must also have access to home internet access sufficient to work remotely.

QUALIFICATIONS/SKILLS

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 protect the fundamental legal rights of indigent persons.

• Communicating effectively with internal and external contacts at all levels, and across diverse and underrepresented groups;
• Strong communication, organizational, and detail skills;
• 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;
• Flexibility, and strict adherence to confidentiality;
• Typing skill of 50 to 60 wpm preferred;
• Familiarity with advanced Word formatting and editing, and Microsoft Excel;
• Legal office experience a plus; and,
• Foreign language skills are strongly preferred.

Responsibilities

RESPONSIBILITIES

The Administrative Assistant will support a team of attorneys by:

• Opening and closing cases, including running conflict checks;
• Word processing, including preparation of CORI requests, subpoenas, motions, letters, running sheet entries, etc.;
• Filing, faxing, photocopying, scanning, and shredding documents, transcriptions and transcript requests and other document and record requests as necessary;
• Providing telephone and reception services;
• Communicating effectively with internal and external contacts at all levels, and across diverse and underrepresented groups; 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 [e-mail]