Executive Assistant - Office of the Commissioner of Probation

Title: Executive Assistant - Office of the Commissioner of Probation

Pay Grade: Grade 17

Starting Pay:$ 82,164.94

Departmental Mission Statement: The Massachusetts Probation Service's mission is to increase community safety, reduce recidivism, contribute to the fair and equitable administration of justice, support victims and survivors, and assist individuals and families in achieving long term positive change.

ORGANIZATIONAL PROFILE:

https://www.mass.gov/orgs/massachusetts-probation-service

Notes: This position is designated as Confidential and is covered by the Personnel Policies and Procedures Manual.

Position Summary:Working within the Massachusetts Probation Service, the Executive Assistant performs a variety of secretarial and administrative support duties for the Commissioner of Probation and/or designee. The position requires the performance of complex administrative duties and other varied work requiring considerable knowledge of the organization of the Trial Court, court procedures, administrative procedures, and the use of business software to assist in a variety of legal and administrative confidential matters for the Office of the Commissioner of Probation. Strong organizational skills and an attention to detail are necessary both in the area of scheduling and in meeting preparation.

SUPERVISION RECEIVED:

Receives direction and regular assignments from the Commissioner of Probation and/or designee. Immediate supervision is provided by the Deputy Commissioner of Administrative Services.

Duties: Executive Assistant Duties:

Drafts, types, and edits documents, decisions, memoranda, bulletins, administrative reports, and other materials for the Commissioner of Probation;

Creates and maintains filing systems;

Regularly contacts Department Heads, other Trial Court Departments, and other state agencies on behalf of the Office of the Commissioner of Probation; contacts may include the highest levels of the Judiciary and other branches of State government;

Maintains the executive calendars as required and schedules meetings and makes necessary arrangements and prepares materials for meetings;

Screens telephone calls and answers inquiries or ensures that inquiries are referred to the appropriate personnel;

Acts as liaison with other offices, departments and outside agencies;

Recommends and implements effective office procedures and routines;

Coordinates the distribution of correspondence;

Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary);

Operates a variety of office equipment including personal computers and related business software, photocopier machines, scanners, calculators, and fax machines;

Maintains office inventory of equipment, and personal records, legal files and calendars; and

Handles confidential and sensitive issues on behalf of the Commissioner of Probation and/or members of the Executive Team of the MPS including, but not limited to personnel file information, information pertaining to labor negotiations and OWRC investigations;

Cross trained to perform mid-level administrative duties such as preparing payment vouchers, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents;

Serves in a lead capacity, providing technical assistance and advice to more junior staff on policies and practices;

Composes correspondence for review and signature;

May train staff in the use of automated systems and word processing software, introduce new versions or functions, trouble shoot problems and attend user group meetings;

May perform special projects involving research and the preparation and/or coordination of activities related to those projects; and

Performs related duties as required.

Job Competencies:ADMINISTRATIVE SUPPORT JOB FAMILY COMPETENCIES:

All applicants must be able, through the interview process, to prove efficiency in the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.
Mission Understands, upholds, and communicates the Massachusetts Probation Service and Trial Court missions.
Applied Knowledge Demonstrates ability with MS Office and can properly support the administration of departmental polices, procedures, and initiatives in a unionized employee environment.
Problem Solving Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Executive Assistant:

An Associate’s Degree and (8) Eight years of professional administrative support and/or secretarial experience, or an equivalent combination of education and experience;

Demonstrated Knowledge of and proficiency in the use of personal computers and related business software, including MS Word and MS Excel; Some experience with MS PowerPoint is preferred;

Knowledge of current office and clerical practices and procedures;

Ability to draft standard and routine correspondence related to office policy and procedure;

Knowledge of proper English, grammar, spelling and punctuation;

Ability to handle sensitive matters on a confidential basis;

Ability to type proficiently;

Ability to operate current standard office equipment, including photocopier machines, scanners, calculators, and fax machines;

Ability to analyze, compile and prepare statistical reports and presentations;

Ability to work professionally with judges, court officials, court employees, and the general public;

Ability to set up and maintain filing systems;

Ability to work independently and follow oral and written instructions;

Closing Date/Time: 2025-06-26

• 

• Massachusetts Trial Court

• 781-400-4083

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