Administrative Operations Manager

1 week ago


Boston, Massachusetts, United States Massachusetts Trial Court Full time

Position Title: Office Manager - Office of Language Access, Court Records and Transcription Services.

Pay Grade: Grade 16

Starting Salary: $73,722.23

Departmental Overview: The Office of Access, Diversity, and Fairness (OADF) is under the leadership of the Chief Access, Diversity, and Fairness Officer (CADFO). This office oversees the Massachusetts Trial Court's initiatives regarding access, fairness, diversity, equity, and inclusion. The CADFO supervises five departments, including the Office of Language Access and Court Records, which is dedicated to ensuring equitable access to interpreters, translators, court records, and trial transcripts, thereby facilitating meaningful access to justice.

Role Summary: In collaboration with the Office of Language Access and Court Records, this role entails overseeing a unit that implements various departmental administrative policies and procedures. The position is pivotal in delivering services to the public and stakeholders, adhering to confidentiality protocols.

Supervision Structure: This role receives guidance and functional direction from the Deputy Director and general oversight from the Director of Language Access and Court Records, ensuring adherence to best management practices and established guidelines.

Key Responsibilities:

  • Oversee activities across all office units, ensuring effective management of operations, records management, and accounting functions.
  • Supervise and coordinate subordinate staff, including performance evaluations, motivation, and training needs assessment.
  • Assist the Department Head in formulating and executing office policies, developing operational procedures, and facilitating workflow improvements.
  • Provide guidance to employees during unusual work situations or when new procedures are introduced.
  • Handle personnel administrative tasks, including recruitment, training, and resolving employee issues.
  • Conduct regular meetings with staff to share information and address office efficiency improvements.
  • Prepare manuals and documentation outlining procedures and standards, as well as reports for departmental review.
  • Monitor the accuracy and timeliness of case processing activities across major office units.
  • Deliver customer service to contractors, field staff, and the public, serving as a primary contact for office-related inquiries.
  • Train staff on automated systems and business software, troubleshooting issues as needed.
  • Assist in budget preparation and maintenance for the office.
  • Oversee the management and retention of court records in compliance with established guidelines.
  • Lead or participate in special projects as required.
  • Perform additional duties as necessary.

Job Competencies: Candidates must demonstrate knowledge and understanding in the following areas:

Ethics and Values: Uphold and communicate the ethical standards of the Trial Court.

Mission Awareness: Understand and convey the mission of the Trial Court.

Applied Knowledge: Familiarity with research, information services operations, and relevant software applications.

Problem Solving: Ability to address data issues and provide actionable recommendations.

Customer Service: Maintain professionalism in interactions with Trial Court employees and the public.

Performance Measurement: Recognize the significance of performance metrics for individual and departmental evaluations.

Diversity Commitment: Foster an inclusive environment through respect and effective communication.

Collaboration: Work cooperatively with others, contributing to shared departmental objectives.

Continuous Learning: Commit to ongoing professional development.

Minimum Qualifications:

• High school diploma or equivalent with a minimum of eight years of office experience, including supervisory roles, or a comparable combination of education and experience.

• Proficiency in personal computers and word processing software, such as MS Word.

• Familiarity with spreadsheet software, preferably MS Excel.

• Comprehensive understanding of court procedures and legal documentation.

• Significant knowledge of case processing using MassCourts or similar systems.

• Familiarity with Trial Court policies and procedures.

• Ability to manage complex records and generate reports.

• Strong interpersonal skills and ability to maintain effective working relationships.

• Excellent written communication skills, with the ability to develop reports and action plans.



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