Probation Case Administrator l - Berkshire Juvenile 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/MOU.

About the Role

Berkshire Juvenile Court is a multi-site location covering sessions in Pittsfield and North Adams. Traveling may be required at the discretion of the department head.

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.
• Assists 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.

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 applicable software.
• Organization and time management.
• Customer service.
• Attention to detail.
• Ability to establish effective working relationships with others, including other state agencies and court departments.
• Ability to prepare clear and accurate reports.
• Ability to 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 Departmental and court policies and procedures.
• Ability to learn the CARI system and data entry procedures.

Working Conditions

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