Adminstrative Assistant Appeals Division

Company: State of Massachusetts
Location: Salem
Posted on: September 24, 2022

Job Description:

PLEASE SUBMIT APPLICATION MATERIALS (RESUME AND COVER LETTER) TO MEGHAN.CARPENTER@MASS.GOV WITH THE SUBJECT LINE APPEALS ADMIN

Appeals Division

Administrative Assistant

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 Attorney.

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 final disposition.
* 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 form.
* 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 Clerical Supervisor.
* 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 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.
* Prior experience in a legal office

Keywords: State of Massachusetts, Salem , Adminstrative Assistant Appeals Division, Other , Salem, Massachusetts