Administrative Assistant/Receptionist

Essex-District-Attorney; Salem (MA); On-site; USD 36,000 - 48,000; Full time

Job summary

Essex District Attorney’s Office is seeking a Receptionist/Administrative Assistant to provide essential front-desk support, answer calls on a multi-line switchboard, greet visitors, and manage mail for the office in a fast-paced environment.

The role requires strong communication, organization, and computer skills, with responsibilities expanding to Grand Jury data entry and document filing. A proactive, professional presence is essential for coordinating with staff and the public.

Qualifications

• HS Diploma or above.
• Strong written and verbal communication skills.
• Strong attention to detail and excellent organization skills.
• Ability to assist other units in the office.
• Ability to update the case management system accurately and in a timely manner.
• Ability to multi-task and prioritize responsibilities in a fast-paced environment.
• Ability to work independently and as part of a team.
• Strong computer skills; Must be proficient with the Microsoft Suite.
• Strong interpersonal skills
• Ability to handle sensitive and confidential information.

Responsibilities

• Answer incoming telephone calls on multi-line switchboard.
• Greet visitors.
• Receive and sort daily mail.
• Maintain the reception area supplies.
• Maintain the Duty DA list and log incoming requests.
• Bring mail out to mailbox prior to 4pm (last pickup of the day).
• Enter Grand Jury information in DAMION.
• Distribute a copy of the Grand Jury List after data entry.
• Create Grand Jury log sheets and file in the Trial List Manager’s Office.
• Create file folders for each case and present to assigned Administrative Assistants.
• Enter complaints that were disposed at arraignment into DAMION.
• File complaint according to date of arraignment.

Skills

Communication skills

Attention to detail

Organization skills

Microsoft Office

Interpersonal skills

Multitasking

Independent work

Education

HS Diploma or higher

Tools

Microsoft Office

Job description

Receptionist/ Administrative Assistant

The Receptionist works under the supervision of the Clerical Supervisor to provide general support functions to the staff of the District Attorney’s Office. The Receptionist’s primary responsibility is to answer incoming telephone calls on a multi-line switchboard and greeting visitors. In addition to that the Receptionist is responsible for a number of other administrative duties. The Receptionist is an employee of the Commonwealth of Massachusetts and serves at the pleasure of the District Attorney.

The Receptionist responsibilities include:

Receptionist duties:

• Answer incoming telephone calls on multi-line switchboard
• Greet visitors
• Receive and sort daily mail
• Maintain the reception area supplies
• Maintain the Duty DA list and log incoming requests
• Bring mail out to mailbox prior to 4pm (last pickup of the day)

Grand Jury case initiation:

• Enter Grand Jury information in DAMION
• Upon data entry completion, distribute a copy of the Grand Jury List to Administrative Assistant/Victim Witness Services and Trial List Manager
• Create Grand Jury log sheets and file in the Trial List Manager’s Officel
• Create file folders for each case and present to assigned Administrative Assistants

Disposed at Arraignment Complaints:

• Enter complaints that were disposed at arraignment into DAMION
• File complaint according to date of arraignment

The Receptionist performs whatever other duties at whatever job-site as may from time to time be assigned to her/him by the District Attorney, or the Clerical Supervisor or other designee of the District Attorney.

In addition to these above responsibilities the Receptionist is required:

• To be familiar with and to follow the provisions of the Essex District Attorney’s Office Personnel Policies, and the Sexual Harassment Protocol,
• To participate in trainings relevant to Office functions,
• To communicate with or provide timely notification to Office staff, police, and other interested parties, as permitted and/or required by law;
• To interact in a respectful and professional manner with the public, judicial and law enforcement personnel and Office staff,
• To complete work assignments in a timely manner.

The essential functions of the position require the effective ability to receive and distribute information in written, oral, and electronic form, in the English language.

Education and Experience:

Required:

• HS Diploma or above.
• Strong written and verbal communication skills.
• Strong attention to detail and excellent organization skills.
• Ability to assist other units in the office.
• Ability to update the case management system accurately and in a timely manner.
• Ability to multi-task and prioritize responsibilities in a fast-paced environment.
• Ability to work independently and as part of a team.
• Strong computer skills; Must be proficient with the Microsoft Suite.
• Strong interpersonal skills
• Ability to handle sensitive and confidential information.

Preferred:

• Customer service experience.
• Experience working in a professional office setting.
• Conversational abilities in other languages.
• Working knowledge of the criminal justice system.l
• Prior experience in a legal office