Probation Case Administrator I - Southern Berkshire District Court

Pay Grade: Grade 7S
Salary Range: $48,584.90 – $65,931.32
Starting Pay: $48,584.90
This position is designated as a Union position. All new hires must start at the entry level rate per the collective bargaining agreement with OPEIU, Local 6. Pay may advance within the salary band according to the CBA.

About the Role

Performs entry-level probation case data entry processes, runs data queries in the Court Activity Record Information (CARI) system, compiles daily trial lists, and provides administrative assistance within the assigned office. Provides customer service to coworkers, lawyers, law enforcement, and the general public over the phone and in person. Case processing may be done using an electronic filing and/or case management system.

Responsibilities

• Provides customer service at the front counter.
• Answers incoming calls and directs calls to appropriate personnel.
• Enters and updates restraining orders.
• Receives, dates, stamps, sorts, and distributes incoming mail.
• Processes outgoing mail.
• Copies, files, retrieves, and sorts court papers, documents, and folders according to established procedures.
• Pulls folders for court sessions.
• Updates CARI with upcoming continuance dates and depositions.
• Provides assistance to attorneys, litigants, and law enforcement personnel.
• Responds to routine requests for information concerning cases, scheduling, and court procedures.
• May assist with filling out forms and applications, scheduling, and informing of court procedures.
• Retrieves criminal records, enters initial data, and updates records and orders in various automated systems.
• Assists Probation Officers with closing cases, including maintaining documents, updating MassCourts and intakes, and ensuring orders are included.
• Opens case assignments and provides all relevant documentation to the Probation Officer.
• Runs indigency reports to assist Probation Officers for recommendation of appointment of counsel.
• Verifies daily list with the Clerk-Magistrate's office and prepares all needed documents for the assigned Probation Officer.
• Requests information from other agencies, departments, and/or courts.
• Determines identity issues with records and requests mergers or correction of probation records.
• Maintains statistical data concerning case processing activities.
• Performs other duties as required.

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.
• 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 supports the administration of departmental policies, procedures, and initiatives with attention to detail.
• 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.
• Collaboration: Works cooperatively with others and promotes teamwork.

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.

Skill in:

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

Ability to:

• Establish effective working relationships with others, including other state agencies and court departments.
• 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 Departmental and court policies and procedures.
• Learn CARI system.
• Learn data entry procedures.

Working Conditions

Work is frequently performed in office or similar indoor environments and occasionally in warehouses or file/storage environments.

Physical Demands

This position requires 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. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated Light Work.