Commonwealth of Massachusetts Administrative Assistant/Special Investigations Unit in Woburn, Massachusetts

Administrative Assistant/Special Investigations UnitAdministrative Assistant

Agency Name:Middlesex District Attorney's Office

Official Title:Administrative Assistant

Functional Title:Administrative Assistant/Special Investigations Unit

Occupational Group:Secretaries/Admin Assistants

Position Type:Not Given

Full-Time or Part-Time:Full-Time

Salary Range:$27,000.00 to $30,000.00 Annually

Bargaining Unit:N/A



Number Of Vacancies:1



Facility Location:Reports t: Chief of the Special Investigations Unit

Woburn Office

Application Deadline:12-23-2016

Apply Online:No

Posting ID:J57367


Position Description:

This position involves interaction with attorneys, law enforcement agencies, court personnel, the public, state agencies, and others on a wide variety of issues and supports a wide range of responsibilities. The support staff provides overall critical administrative support to Assistant District Attorneys and other professional staff of the MDAO.

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.

Primary Responsibilities:

  • Administrative support

  • Data entry into case management system (DAMION)

  • 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

Special Investigations Unit Duties:

  • Check Phone Messages every morning, direct messages or respond to calls as necessary.

  • Field all incoming phone complaints from general public and advise people of steps needed to remedy.

  • Open Confidential Informant (CI) files in DAMION, draft cover letters, proffer letters, and CI Agreements; mail to Defendants Attorney. Update and maintain CI Files, close out.

  • Draft proffer letters from template and mail to Defendant-s Attorney.

  • Order Drug Certs from State Lab.

  • Order Drug Discovery Packages.

  • Notify Chemists for Trial Appearance. Special form used.

  • Draft Police Notifications and Cancellations.

  • Obtain certified copies of court documents, e.g., search warrants, convictions, etc., for grand jury and trial.

  • Obtain copies of police reports for investigations.

  • Draft Grand Jury and Trial Witness subpoenas and cancellations.

  • Draft Discovery Notifications to Attorney, assemble discovery packets for review, draft cover letter and mail out packets to defense counsel.

  • Close out pending case files, draft Parole Board Letters, archive disposed case files and default case files. Retrieve case files from archives.

  • Open and close investigations and referrals in DAMION. Kick back District Court Referrals as directed, scan and distribute to necessary parties.

  • Track unit cases and invests in DAMION and ADA Caseload Spreadsheets

  • Scan and copy documents for Attorneys

  • Assist Attorneys at Trial with Witnesses if no witness/advocate is assigned

  • Organize and restock office supplies; work with attorneys on special requests for supplies.

  • Keep the schedule for SIU conference room, schedule conference rooms for attorneys.

  • Various and sundry duties and special projects as requested by Attorneys



  • 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


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.

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.

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.

MDAO employees are at-will employees.

The MDAO is an equal opportunity employer.

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Administrative, Criminal Justice, Support, Clerical, Data Entry, Assistant, secretary, Support Staff, Special Investigations,

How To Apply:

Application Process:

Interested candidates should scan a signed MDAO Application form (found at under the -Careers- tab) and forward it with a cover letter, resume, and a list of references to no later than

December 23, 2016. Please indicate in the -Subject- line the position you are applying for.

Further Information:

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

Agency Web Address:

The Commonwealth acts in good faith to affirmatively recruit a diverse population.If you wish to self-identify, please click on the links below. Completing this formis voluntary. If you choose to self-identify, please note that all Affirmative Actionand Disability data is kept in a confidential file.Link to Disability Form (return this form to the ADA Coordinator listed below) to the Veterans Forms (return this form to the Diversity Officer listed below) Officer/ADA Coordinator:


An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.