Administrative Officer

The Position: The Federal Public Defender Office for the Districts of Massachusetts, New Hampshire, and Rhode Island is hiring a program-wide Administrative Officer to be based in its Boston, Massachusetts office. The Administrative Officer is a high-level manager who reports to, and collaborates with, the Federal Defender and other members of management to oversee the operations of the Federal Defender Office, which is a federal agency within the U.S. Court system, with approximately 50 employees in three states and approximately 50 employees. Starting salary varies based on experience, with a range under the Judicial Salary Plan from Grade 11 at $71,987 to Grade 15 at $142,615. The position includes a generous federal benefits package.

What We Do: The Federal Public Defender Office is a law office that provides legal representation to persons charged with committing federal crimes who cannot afford to hire an attorney. We represent the accused from arrest through trial and appeal, including the U.S. Supreme Court and federal habeas corpus review. We are attorneys, paralegals, investigators, office administrators, information technology specialists, and legal assistants. We work together to uphold every person’s right to be presumed innocent and to a fair sentence if convicted. Our defense is vigorous, both at trial and on appeal. We advocate for humane sentences by showing judges and prosecutors that we represent people, not criminals.

Who We Are: We are committed to cultivating a culture of acceptance and connectedness that honors the diverse backgrounds of the people we represent. We value diversity and a commitment to equality, and we believe better legal representation occurs when members of the defense team have diverse backgrounds and experiences. In recruiting members of our team, we welcome the full spectrum of humanity. We embrace the unique contributions that you can bring, including your culture, ethnicity, education, opinions, race, sex, gender identity and expression, sexual orientation, nation of origin, age, languages spoken, veteran’s status, religion, disability, and economic status.

Who You Are: You are a trusted and reliable manager who values professionalism and who consistently uses sound judgment to carry out responsibilities. You partner with other members of management, keep confidences, and are comfortable acting both independently and as a member of our team so the office can give exceptional legal services to the people we represent. You not only see the problems, but also the solutions, and you harness creativity, dedication, and persistence to overcome the challenges. You interact with and supervise others with empathy and understanding while maintaining high standards.

Experience Required:

  • A minimum five years of experience in office administration, office management, or a related field.
  • Experience in financial planning and management, including budget compliance and accounts payable.
  • Computer literacy, including fluency in the Microsoft Office suite of programs, including Excel and Adobe Acrobat.
  • Strong planning and organizational skills.
  • Ability to speak and write clearly and effectively.
  • Ability to keep confidences and protect legal privileges.
  • Desire to work with, and on behalf of, people from diverse backgrounds.

Experience We Hope For:

  • Experience supervising staff and in the assignment and the review of work.
  • Experience in transactional and transformational human resource management.
  • Experience with telecommunications, office automation, and office space management.
  • Ability to coordinate and supervise a staff working remotely or from another office.
  • Familiarity with the purchase and procurement of government goods and services.
  • Familiarity with federal government business and the federal court system, including record-keeping and generating reports as required.
  • A commitment to diversity in our workforce and to our mission to give exceptional services to people accused or convicted of federal crimes.
  • Considerable resourcefulness, discretion, initiative, creativity, and compassion.

What the Administrative Officer Does:

General administration, management, and supervision:

  • Acts as the principal advisor to the Federal Defender on all aspects of office administration and management.
  • Directly assists with key day-to-day planning, process improvement, policy development, and long-term and short-term strategic planning.
  • Works with managers to recognize and address issues, and to improve the organization’s overall management, efficiency, and effectiveness.
  • Develops and maintains internal controls to assure segregation of financial, procurement, property management, and human resources functions.
  • Supervises and directs administrative, financial, human resource, and IT functions.

Budget and financial management:

  • Manages, with the Federal Defender and other members of management, the financial operations of the Federal Defender Office.
  • Plans, directs, and coordinates budget formulation, analysis, and execution.
  • Analyzes long-range budgetary and organizational emphasis, including staffing needs and resource allocation. Prepares financial plans and staffing patterns and develops caseload projections in conjunction with budget plans.
  • Manages and oversees day-to-day accounting functions, including the disbursement of appropriate funds for the Federal Defender Office. Prepares and reviews vouchers for payment, ensuring accuracy and appropriateness.
  • Develops and monitors monthly variance reports, status of funds reports, and monthly reconciliation reports for review and approval by the Federal Defender.

Human resources and personnel management:

  • Provides the Federal Defender with advisory assistance in the recruitment and selection of staff, position classification and compensation, employee performance and evaluation, grievance and EEOC procedures, education about and use of employee benefits, and the implementation of personnel policies and procedures for the Federal Defender Office.
  • Develops and administers procedures for recruitment and selection of applicants with an eye to diversifying the Federal Defender Office workforce. Screens applications and tests and interviews candidates where appropriate.
  • Recommends personnel policies to the Federal Defender and other members of management on matters like performance management, standards of conduct, disciplinary proceedings, and employee development and promotion.
  • Administers EEOC programs and complies with reporting requirements, and acts as employee benefits coordinator.
  • Initiates and maintains a comprehensive orientation program for all new employees and ensures documentation and justification for decisions made. Manages off-boarding process and where appropriate conducts exit interviews of departing employees.
  • Conducts performance appraisals for administrative support staff, and coordinates performance appraisals for all other staff.
  • Maintains personnel files and records.

Procurement of government goods and services:

  • Determines need and ensures procurement of supplies, equipment, furnishings, and professional contract services from government and non-government sources while following established policies and procedures for procurement.
  • Trains and supervises employees responsible for various procurement duties.

Property management:

  • Organizes and manages storage systems for records and monitors property inventory.
  • Coordinates office repairs or renovations and arranges office space and relocation when needed.

How to Apply: Applicants must send an email titled “Administrative Officer” with both a resume and a cover letter attached to HRBoston@fd.org. Applicants who apply without submitting both documents will not be considered. Applications will be accepted through February 5, 2021. We are an equal opportunity employer.

Visit fd.org for employment opportunities in other Federal Defender offices.