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Position Description
This position provides administrative support to the Child Protection Unit. The Administrative Assistant plays an important role assisting with the administration and management of intake, investigation, referral and prosecution phases of cases.
This is a great opportunity for a self-motivated individual that enjoys being part of a fast paced office, is able to multi-task, re-prioritize regularly, has an unwavering attention to detail, and enjoys working within the criminal justice system and in different environments. The successful candidate will professionally represent the MDAO in communications with other state and local agencies within the scope of this position; exercise maturity, discretion and sound judgment when handling sensitive and confidential information; take initiative when appropriate; but also be able to take direction and meet deadlines.
The successful candidate will have the ability to regularly update materials/charts/spreadsheets, pass information to/from team members, across the Middlesex District Attorney's Office and among our external partnering agencies and the public at large.
Primary Responsibilities
Intake of all cases, create case files and keep files up to date
Enter investigations into case management system (DAMION)
Update matters referred in DAMION
Correspond with law enforcement and other state agencies and stakeholders regarding cases
Draft Grand Jury, Trial Subpoenas and Notifications for review and approval
Coordinate case discovery requests
Update spreadsheets for case and data tracking
Coordinate, direct and manage telephone calls and voicemail
Draft correspondence for Team Captain review
Continuously evaluate current systems and procedures with a focus towards improving efficiency while maintaining safeguards
Create files, copy documents, manage internal and external mail flow
Answer telephones, direct callers and visitors
Manage daily schedule for individual(s) assigned to support
Prepare letters, draft correspondence, manage spreadsheets, print reports
Assist with communication of information and transfer of material internally and externally
Assist in gathering records and presenting cases for Child Fatality Review Team meetings
Requirements:
Strong written and verbal communication skills
Ability to assess and address issues and matters in a timely fashion
Ability to multi-task, refocus and re-prioritize in a high volume and fast paced environment
Ability to work independently and as part of a team
Ability to raise issues and/or questions to supervisor in a timely manner if unable to respond or beyond scope of responsibility
Ability to accurately and timely manage and update data in an electronic case management system
Excellent organizational and project completion skills, with a strong attention to detail
Proven ability to meet firm deadlines
Strong computer skills. Proficiency with Microsoft Office Suite including Word, Excel, Access, PowerPoint and Outlook
Outstanding interpersonal skills and professional workplace etiquette
Strong personal character, integrity, judgment and maturity in handling sensitive & confidential matters
An understanding of the role of a modern prosecutor's office within the criminal justice system and the community
A sincere interest in the public sector and the work of the Middlesex District Attorney's Office
A valid driver's license, as travel across Middlesex County may be required
A background check is required
Preferred Qualifications
Bachelor's degree
Prior experience working in a professional office environment
Experience with the Commonwealth's DAMION case management system
Experience working with spreadsheets, proper formatting, data sorts & data base queries
