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Probation Case Administrator I - Suffolk Probate & Family Court Court
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Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.
Departmental Mission Statement: Protecting and Building Safer, Healthier, Stronger Communities
ORGANIZATIONAL PROFILE:
https://www.mass.gov/orgs/massachusetts-probation-service
Position Summary: Performs entry-level case processing for the court from the entry of the case documents and exhibits into the system, the updating and input of information pertaining to court appearances, through the final disposition. Performs duties related to data entry, record requests, and record retention. Performs cashiering duties. Provides customer service to the public, law enforcement, other state agencies, and attorneys in person and over the phone. Case processing may be done using an electronic filing and/or case management system.
Supervision Received: Works under the direction of a Department Head or designee
- Enters complaints, petitions, summonses, warrants, daily lists, orders of commitment, other standard form documents, and updates to case information.
- Answers incoming phone calls, routes callers to appropriate personnel, takes messages, and provides routine information in response to inquiries.
- Provides technical assistance to litigants, counsel, and the public concerning case and court procedures, either in person or virtually.
- Performs general case intake duties, including receiving court papers and documents, determining general case category, and making docket entries.
- Performs various administrative tasks, including maintaining case files, coordinating with judges for endorsements, organizing and disseminating information, and assisting with scheduling motions.
- Copies, files, retrieves, and sorts court papers, documents, and folders according to established procedures.
- Compiles statistical data concerning cases, processing activities.
- Receives, date stamps, sorts, and distributes incoming mail. Processes outgoing mail.
- May provide assistance to a Sessions Clerk or an Assistant Clerk in a court session as required, including arranging for required papers, documents and exhibits, marking dockets and case papers, maintaining contact with attorneys and other individuals concerning courtroom activities, and processing files after court;
- Pulls daily lists and provides support to judicial lobby concerning cases;
- Sends out notices to various parties and attorneys;
- May perform cashiering duties, including receiving money, determining case type, making entries in the cash register or other system, validating case papers to reflect payments, and issuing receipts.
- Performs other duties as required.
Minimum Requirements: Education and Experience:
- High School diploma or G.E.D. equivalency
- One (1) year of related work experience
- Equivalent combinations of education and experience will be considered for meeting minimum qualifications.
- Modern office equipment and technology, including computers and applicable software , including MS Office products.
- Case management principles.
- Basic cashiering methods.
- Organization and time management.
- Customer service.
- Data entry.
- Attention to detail.
- Establish effective working relationships with others.
- Departmental and court policies and procedures.
- Prepare clear and accurate reports.
- Maintain appropriate records.
- Maintain confidentiality of information.
- Communicate effectively, both orally and in writing.
- Work independently and follow oral and written instructions.
- Learn the procedures and functions, manual and automated, of the office to which assigned.
Supervisory Responsibility: This position does not require supervision of others.
Working Conditions: Work is frequently performed in office or similar indoor environments.
Physical Demands: Light Work - Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.
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