Case Administrator I- Central Division Housing Court

Pay Grade: Grade 7S

Salary Range: $48,584.90 – $65,931.32 per year. Starting pay: $48,584.90. This is a union position; new hires start at the entry-level rate per the collective bargaining agreement with OPEIU, Local 6. Advancement within the salary band is governed by the CBA/MOU.

About the Department

The Housing Court’s mission is to adjudicate all matters presented by litigants within its jurisdiction regarding housing in a fair, efficient, and timely manner according to the rule of law and the facts presented. Through its operating philosophy and business practices, the Housing Court strives to present a citizen-oriented process to maximize access to justice for all litigants.

About the Role

Performs entry-level case processing for the court, from the entry of case documents and exhibits into the system, through updating and inputting information pertaining to court appearances, to final disposition. Includes data entry, record requests, retention, cashiering, and customer service to the public, law enforcement, other state agencies, and attorneys in person and over the phone. Case processing may involve electronic filing and/or case management systems.

Responsibilities

• Maintains dockets and records along with legal documents/files pertaining to cases.
• 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 and 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, 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.

Requirements

• High school diploma or G.E.D. equivalency.
• One (1) year of related work experience; equivalent combinations of education and experience will be considered.

Skills

• Knowledge of modern office equipment and technology, including computers and MS Office products.
• Knowledge of case management principles and basic cashiering methods.
• Organizational and time management skills.
• Customer service and data entry skills.
• Attention to detail.
• Ability to establish effective working relationships with others.
• Ability to learn departmental and court policies and procedures.
• Ability to prepare clear and accurate reports and maintain appropriate records.
• Ability to maintain confidentiality of information.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently and follow oral and written instructions.
• Ability to learn the procedures and functions, both manual and automated, of the office to which assigned.

Job Competencies

• Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
• Mission Driven: Fully committed to fulfilling the Trial Court and Housing Court missions.
• Professional Development: Committed to ongoing training and educational opportunities to advance professional development.
• Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
• Applied Knowledge: Demonstrates ability with MS Office and other business technologies; supports administration of departmental policies, procedures, and initiatives in a unionized environment.
• Problem Solving: Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
• Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied backgrounds.
• Collaboration: Works cooperatively with others and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Working Conditions

• Work is frequently performed in office or similar indoor environments.
• 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 to move objects.