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Administrative Assistant for Child Protection Unit

About The Office

The Middlesex District Attorney’s Office (MDAO) serves the largest county in New England, covering 54 diverse cities and towns.  We prosecute more than 39,000 cases a year in 12 district courts, 4 juvenile courts, and 2 superior courts. 

Our core mission is to protect and serve the people who work, live, and raise their families in Middlesex County.  Assistant District Attorneys, Victim Witness Advocates, Paralegals, and other talented professionals pursue this mission through exhaustive investigations, unassailable prosecutions, and compassionate victim advocacy. 

We are also committed to innovative crime prevention and intervention initiatives.  Our staff partners with community groups, social service providers, medical professionals, private industry leaders, and law enforcement officers to address a variety of public safety issues.

Job Title            Administrative Assistant

Full Time          Full Time; Non-Exempt  

Reports to        Child Protection Unit

Placement within MDAO   MDAO Main Office in Woburn

Salary                $43,000 annually

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 MDAO 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

  • Bachelor’s degree
  • 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        

  • 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

MDAO Benefits

The MDAO is pleased to offer a comprehensive benefits package to its employees. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process for this position.

The overall benefits available include: Paid Vacation, Sick and Personal Leave Time; Health, Dental and Vision Insurance through the Commonwealth’s Group Insurance Commission and a pre-tax Health Savings Account optional plan. In addition the MDAO provides employees the opportunity to elect Life Insurance, Long-Term Disability Insurance, Deferred Compensation Savings, Tuition Remission, Pre-Tax Commuter Account, along with other programs.

MDAO employees also participate in the Commonwealth’s State Retirement Plan, which can become a defined benefit plan for those that both vest and subsequently retire from state service.

The MDAO provides the ability to accrue up to two weeks of paid vacation leave per year, up to 3 personal days of leave per year (depending upon the quarter of the year that one’s employment begins), 11 recognized state / federal paid holidays, and the opportunity to accrue up to 9.375 hours of paid sick leave per month.

Commitment to Diversity

District Attorney Ryan is committed to building a diverse staff and has formed both internal and external diversity committees to help attract, hire, retain and promote the very best staff, diverse in background and perspective, while helping formulate and guide policy and decision making, and pursue the mission of the office.  The MDAO is an equal opportunity employer. MDAO employees are at-will employees.

Application Process

Interested candidates should submit to the Director of Hiring an MDAO Application form (found at www.middlesexda.com under the “Careers” tab) and forward it with a cover letter, resume, and a list of references to mdaojobs@state.ma.us.com.  Please indicate in the “Subject” line the position you are applying for.

Further Information

Candidates are encouraged to visit the MDAO website at www.middlesexda.com to learn more about the work of the office.