Title: Case Manager - Probate & Family Court

Pay Grade: Senior Management 1

Starting Pay: $109,034.12

Departmental Mission Statement: Departmental Mission Statement: To deliver timely justice to the public by providing equal access to a fair, equitable and efficient forum to resolve family and probate legal matters and to assist and protect all individuals, families and children in an impartial and respectful manner.

Organizational Profile:

http://mass.gov/courts/court-info/trial-court/pfc/

Notes: THIS POSTING IS FOR CURRENT TRIAL COURT EMPLOYEES ONLY

This position is designated as a management position and is covered by the Trial Court Personnel Policies and Procedures Manual.

Position Summary: Working within the Administrative Office of the Probate and Family Court and under the direction of the Chief Justice and Deputy Court Administrator, this position is primarily responsible for assisting in the training and management of court case management systems, administering uniform court form creation and implementation, and the advancement of court connected technologies. The Case Manager is responsible for compiling and analyzing statistical data, conducting research, providing technical assistance, and facilitating communication between the Probate and Family Court, Register’s offices, and the Trial Court. The Case Manager will also lead other administrative staff as assigned.

Supervision Received: Receives direction from and works closely with the Chief Justice and Deputy Court Administrator. Performs duties requiring considerable judgment, analysis, initiative and professionalism in order to make decisions, obtain information and solve problems.

Duties: Develops and supports implementation of uniform case processing practices throughout the Probate and Family Court to ensure efficient case management and accurate record keeping;

Maintains on-going communication on administrative matters with justices, registers, and other court personnel, along with managers of the Probation Department;

Analyzes and audits court data for quality and timeliness of case management systems. Makes recommendations for changes in policy or procedure as it relates to data entry as the need arises;

Monitors and manages Probate and Family Court compliance with new statutory and administrative requirements;

Assists in the implementation and creation of new court forms and editing of current forms in adobe;

Assists in the implementation of new practices and procedures and provides support and training to court users throughout the state, which may include records management and analysis;

Prepares performance measurement, metric, and statistical reports as required on a monthly, quarterly, and annual basis or as requested by judges, registers, and other government or legislative entities;

Catalogs and facilitates the transfer of effective management techniques for use in individual courts;

Identifies management problems and develops practical solutions;

Facilitates communications and information transmittal between the Probate and Family Court, the Office of Court Management, and Register’s offices; and
Performs other related duties as required.

Job Competencies: 

Ethics and Values Communicates and demonstrates the ethics and values of the Massachusetts Trial Court.  

Mission Understands, upholds, and communicates the Trial Court and Probate and Family Court missions.

Applied Knowledge Ability to assist in the creation of management reporting tools for purpose of evaluating case management activities and initiatives utilizing an electronic database.

Problem Solving Accurately can assess operational and administrative problems in the Probate and Family Court and recommend feasible solutions.    

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public. Responsive to court operational needs.

Collaboration Works with others cooperatively, accepts feedback, demonstrates a willingness to be a team player, and contributes to a work environment that focuses on shared departmental goals. 

Communications Excellent oral and written communication skills, including the ability to use software to enhance presentations. Ability to establish and maintain effective working relationships with court officials, judges, employees and other government officials.

Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Case Manager in the Probate and Family Court:

B.A. or B.S. from an accredited college or university and Six (6) years of Trial Court or related work experience; or an equivalent combination of education and experience; (a graduate degree in judicial administration, criminal justice, business or public administration is preferred);

Knowledge of automation technology including MassCourts and related software;

Knowledge and experience with Form creation and standardized application and implementation;

Knowledge and proficiency with Zoom video conferencing technologies;

Knowledge of management and organizational research and statistical techniques;

Knowledge of business systems analysis and the application of modern business techniques in the Court;

Knowledge of the Massachusetts Judicial System and applicable laws, rules and procedures relating to the Probate and Family Court is preferred;

Proficiency in Microsoft Word, Excel, Power Point, and Access;

Experience using Adobe Lifecycle designer preferred;

Ability to communicate effectively and be confident speaking or presenting to an audience;

Excellent writing, editing, and proofreading skills, and a firm grasp on the rules of grammar and punctuation;

Good interpersonal skills, including the ability to work professionally with justices, Trial Court officials, and other individuals at all levels of the court system and the ability to maintain effective working relationships;

Ability to analyze problems and develop practical solutions; to work independently, establish reasonable and practical parameters to the scope of assignments and take appropriate initiatives in order to produce complete work;

Ability and willingness to travel to Probate and Family Court courthouses throughout the Commonwealth