Case Administrator I - Middlesex County Juvenile Court

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. This posting will fill two vacancies, with one position primarily located in Lowell, MA, and the other primarily located in Cambridge, MA. This position requires travel between court locations in Framingham, Cambridge, Lowell, and Waltham.

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. Duties include data entry, record requests, record retention, cashiering, and providing 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.

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 the 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 for meeting minimum qualifications.

Skills

Knowledge of:

• Modern office equipment and technology, including computers and applicable software (e.g., MS Office products).
• Case management principles.
• Basic cashiering methods.

Skill in:

• Organization and time management.
• Customer service.
• Data entry.
• Attention to detail.

Ability to:

• Establish effective working relationships with others.
• Understand 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.

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 associated Departmental missions.
• Professional Development: Committed to participating in ongoing Trial Court training and educational offerings 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 and can properly support the administration of departmental policies, procedures, and initiatives in a unionized employee 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 racial, ethnic, economic, and cultural backgrounds.
• Collaboration: Works with others cooperatively and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Pay

Salary Range: $48,584.90 (entry level) to $65,931.32 (pay range maximum). Starting pay is $48,584.90.

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 to move objects.