Judicial Secretary

November 20, 2022
Boston, MA
Job Type


Title: Judicial Secretary - Suffolk Probate & Family Court

Pay Grade: 12

Starting Pay: $50,969.47

Departmental Mission Statement: The Probate and Family Court Department's mission is to deliver timely justice to the public by providing equal access to a fair, equitable, and efficient forum to solve family and probate legal matters and to help and protect all individuals, families, and children impartially and respectfully.

Probate and Family Court Organization Profile:

Notes:This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Position Summary:The positions within this series perform confidential, legal, and administrative secretarial services to one or more Trial Court Justices.

The position title above the entry-level requires the performance of increasingly more responsible and varied work requiring more knowledge of court procedures, administrative procedures, and word processing functions. Employees are appointed at the entry-level and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title.

ORGANIZATIONAL LEVELS: This position is part of a series that includes a number of levels. Employees are appointed to the entry-level and are eligible to advance to the higher level consistent with this job description and Trial Court policies.

Judicial Secretary I - This is the entry level position title within this series. Employees at this level are expected to perform a variety of confidential, legal, and administrative duties for one or more Justices.

Judicial Secretary II - This is the second-level position title within this series. Employees at this level are expected to perform higher-level word processing and administrative support functions and to provide technical assistance to other personnel.

Duties: Judicial Secretary I
• Transcribes dictation of orders, memoranda, opinions, decisions, findings, directives, correspondence, administrative reports, and other materials.
• Types legal documents, decisions, memoranda of law, findings, and opinions for the law clerk(s) and Justice(s) and maintains such documents in a database.
• Types correspondence and administrative reports for Justice(s)' review and signature.
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).
• Screens visitors and telephone calls and answers inquiries or refers them to appropriate personnel.
• Operates a variety of office equipment including a personal computer, typewriter, dictating equipment, photocopier, calculator and fax machine.
• Maintains the law library, office inventory of equipment, and personal records, legal files, and calendars.
• Performs related administrative duties as required.

Judicial Secretary II Additional Duties
• Types the most complex documents and decisions for one or more Justices using more advanced word processing functions and requiring more knowledge of legal citation.
• 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 lower-level personnel on policies and practices.
• Makes travel and lodging arrangements and processes vouchers for reimbursement of expenses.
• Provides research assistance as directed by the Justice(s).
• Composes correspondence for a Judge's review and signature.
• May train staff in the use of automated systems and word processing software, introduce new versions or functions, troubleshoot problems and attend user group meetings.
• May perform special projects involving considerable research and the preparation and/or coordination of activities related to those projects.
• May coordinate medical malpractice tribunals or mental health commitments and process all paperwork related to those tribunals or commitments.
• Performs all of the duties of the lower level within this series as required

Minimum Requirements: Judicial Secretary I
• High School diploma or the equivalent and at least one year of further education, e.g., secretarial or paralegal program, or an equivalent combination of education and experience.
• At least three years of prior secretarial experience, preferably in a legally related area.
• Knowledge of basic English, grammar, spelling, punctuation, and legal terminology, and citation.
• Knowledge of and skill in the use of a personal computer operating under Windows '95 with various software applications, especially WordPerfect v.7 or higher.
• Knowledge of court operations and procedures.
• Ability to type at an acceptable rate.
• Ability to use a variety of office equipment and word processing equipment, including personal computers.
• Ability to establish and maintain effective working relationships with others.
• Ability to exercise judgment and to work without close supervision.
• Ability to handle sensitive matters on a confidential basis.
• Ability to serve the public and others with business before the court in a courteous and professional manner.

Judicial Secretary II Additional Requirements
• A minimum of two years of experience as a Judicial Secretary I.
• Considerable knowledge of court operations and procedures and legal citation.
• Considerable knowledge of word processing software and advanced functions.
• Considerable knowledge of automated systems and the ability to teach and train staff in their use and to solve problems.
• Considerable knowledge of spreadsheet software and database management software.
• Working knowledge of Trial Court fiscal policies and procedures.
• Ability to research issues and present findings in a clear and concise manner.

Closing Date/Time: 2023-02-16

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