Adminstrative Assistant Appeals Division
Company: State of Massachusetts
Posted on: September 24, 2022
PLEASE SUBMIT APPLICATION MATERIALS (RESUME AND COVER LETTER) TO
MEGHAN.CARPENTER@MASS.GOV WITH THE SUBJECT LINE APPEALS ADMIN
The Appeals Division Administrative Assistant works under the
supervision of the Clerical Supervisor to provide general support
functions to the staff of the District Attorney's Office assigned
to prosecute cases in various appellate courts of the Commonwealth,
prioritizing the needs of the Division. An Appeals Division
Administrative Assistant is an employee of the Commonwealth of
Massachusetts and serves at the pleasure of the District
The principal responsibilities of the positions include:
* One of two Administrative Assistants of the Division working
directly for the appellate attorneys. Responsible and knowledgeable
for providing backup for the lead appeals division Administrative
Assistant when unavailable or on vacations, including but not
limited to assisting with the continuous flow of incoming and
outgoing assignments for the division.
* Maintain word document records, physical files, and calendar on
parole, medical parole, and clemency matters. Collect materials for
upcoming hearings and oppositions from prison records departments,
state police, and Damion. Communicate with parole board staff as
necessary, track deadlines for office submissions, and email
decisions to pertinent staff.
* Liaison to the Appeals Court, Supreme Judicial Court, lower
courts, and defense counsel to ensure uninterrupted movement of a
case on appeal. Includes tracking a case from the beginning to its
* Create paper files; gather information including docket sheets,
pleadings, other documents, exhibits, trial files, and other
material pertinent and necessary to the appellate process. Shared
responsibility to maintain, categorize, store and retrieve all
physical case files in the Division.
* Prepare briefs and other pleadings for filing including: (1)
proofreading for consistent formatting and compliance with the
appellate rules for briefs; (2) preparation and production of
covers, tables of contents and authorities and assembly of addenda
and supplemental record appendices; and (3) service and filing,
both electronically through the Tyler host system and in physical
* Input Appeals Division case information and scanned documents
into data management system (DAMION).
* Assist Assistant District Attorneys in any way necessary during
the course of handling appeals and post-conviction motions, parole
board matters, superior and district court inquiries (by assistant
district attorneys, clerks' offices, and probation department
personnel), CORI matters, and public records inquiries.
* Serve as back up for front desk reception. General functions are:
process incoming telephone calls on multi-line switchboard,
maintain reception area check in/out board, participate in
controlling office security system, greet visitors, victims and
witnesses, receive and sort incoming and outgoing mail.
* Perform other clerical support functions as assigned by the
* General requirements include basic word processing skills,
attention to detail, and the ability to multi-task, prioritize
time-sensitive assignments, and work well with a variety of
internal and external attorneys and other staff.
Also, the Appeals Division Administrative Assistant 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 Appeals Division
Administrative Assistant is required:
* To be familiar with and to follow the provisions of the Essex
District Attorney's Office Personnel Policies, and the Sexual
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
* 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:
* 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
* Ability to multi-task and prioritize responsibilities in a
* Ability to work independently and as part of a team.
* Strong computer skills; Must be proficient with the Microsoft
* Strong interpersonal skills
* Ability to handle sensitive and confidential information.
* Customer service experience.
* Experience working in a professional office setting.
* Conversational abilities in other languages.
* Working knowledge of the criminal justice system.
* Prior experience in a legal office
Keywords: State of Massachusetts, Salem , Adminstrative Assistant Appeals Division, Other , Salem, Massachusetts
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