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Administrative Supervisor

2 months 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

Department Mission: The Office of Access, Diversity, and Fairness (OADF) is under the leadership of the Chief Access, Diversity, and Fairness Officer (CADFO), overseeing the Massachusetts Trial Court's initiatives related to access, fairness, diversity, equity, and inclusion. The CADFO supervises five departments, including the Office of Language Access and Court Records.

Role Overview: This position entails managing a unit within the Office of Language Access and Court Records, ensuring the execution of various administrative policies and procedures. It involves providing assistance to the public and stakeholders in alignment with confidentiality protocols.

Supervision Structure: The role receives guidance from the Deputy Director and general oversight from the Director of Language Access and Court Records.

Key Responsibilities:

  • Oversee the operations of all office units, ensuring adherence to established procedures and effective records management.
  • Lead and mentor subordinate staff, addressing performance issues and facilitating professional development.
  • Collaborate with the Department Head to formulate and implement office policies and procedures.
  • Provide guidance to employees during the introduction of new procedures or in response to unique work scenarios.
  • Manage personnel tasks, including recruitment, training, and attendance monitoring.
  • Conduct regular meetings to share information and improve office efficiency, documenting discussions and action plans.
  • Create and maintain manuals outlining procedures and standards, and prepare necessary reports.
  • Monitor case processing activities to ensure accuracy and timeliness.
  • Deliver customer service to contractors, field staff, and the public, serving as a knowledgeable point of contact.
  • Facilitate staff training on automated systems and business software.
  • Assist in budget preparation and maintenance.
  • Supervise the management and retention of court records in compliance with established guidelines.
  • Lead special projects as required.
  • Perform additional duties as necessary.

Required Competencies: Candidates must demonstrate proficiency in the following areas:

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

Mission Understanding: Comprehend and advocate for the Trial Court's mission.

Applied Knowledge: Familiarity with research and information services operations, including court procedures and software applications.

Problem Solving: Ability to analyze data issues and formulate recommendations.

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

Performance Measurement: Recognize the significance of performance metrics for assessments.

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 at least eight years of office experience, including supervisory roles, or a combination of education and experience.

• Proficiency in personal computers and word processing software.

• Preferred experience with spreadsheet software.

• In-depth knowledge of court procedures and legal documentation.

• Familiarity with case processing systems and the Trial Court's organizational structure.

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

• Excellent written communication skills for report preparation.