Title: Courtroom and Guardianship Services Administrator

Pay Grade: Grade 17

Starting Pay: $82,164.94

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 and assist and protect all individuals, families, and children in an impartial and respectful manner.

Probate and Family Court Organization Profile

Notes: THIS POSTING IS FOR CURRENT EMPLOYEES OF THE PROBATE & FAMILY COURT DEPARTMENT ONLY

This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Position Summary: The Courtroom Services Administrator oversees courtroom session operations, making assignments, reviewing calendars, and maintaining an awareness of session requirements through discussions with Judges, Clerks, and other courtroom staff, monitoring work activities and resolving problems, and coordinating the training of new courtroom personnel. Duties may include calling the case list, coordinating with judges concerning scheduling, calendars, working out conflicts concerning dates and length of time required, coordinating continuances, and determining case readiness. Assists judges in the weekly Guardianship Block courtroom session and Administrative Review Session. Regularly meets with court personnel and other individuals to discuss ways to improve the efficiencies of court sessions and related work within established guidelines and recommends improved methods and procedures. Performs advanced case processing functions using an automated system when court is not in session.

Supervision Received: Works under the direction of a Department Head as assigned.

Duties:

• Preparing the files includes checking the electronic docket as well as the paper file to make sure any missing pleadings are in the file. Responsible for making sure that the electronic docket matches the paper file and either must print what is missing or locate the document.

• Operating all court systems including MassCourts, Zoom, Courtyard, email, and the recording system (For the Record or FTR). Getting FTR ready for session includes opening the software, testing the microphones, testing the clock, entering case names and docket numbers to make sure each case is properly identified, and time stamped, and testing the system to make sure everything is being recorded properly.

• A review of each of the cases occurs for all motion, contempt, pre-trial, and trial sessions.

• All relevant filings are identified, either by being pulled or tabbed, for the Judge for each case on the list.

• Printing and reviewing the list for the upcoming courtroom session. Checking for any cross-reference or companion cases that the judge may need for the upcoming hearing.

• Utilize the teleconference system which allows attorneys and parties to participate remotely for in-person court session.

• Reviewing all submitted paperwork to make sure it is completed, signed, and dated and will file stamp the document in.

• Prior to a case being called by the judge, the Assistant Supervisor for Courtroom Services will request that the attorneys and/or parties prepare and exchange detailed proposed orders/judgments addressing each contested issue and check that they have complied with the notice requirements.

• Acts as the designee of the First Justice of the Division pursuant to Standing Order 4-11 of the Probate and Family Court to review all filings needed for administrate review of anti-psychotic treatment plans (Rogers Reviews) pursuant to said standing order.

• Receiving and maintaining custody of documents from attorneys and parties which may include appearance forms, financial statements, child support guidelines, proposed orders/judgments, stipulations, separation agreements, affidavits, pretrial memos, status memos, trial conference memos, witness lists, exhibits, any other submission related to the matter scheduled for hearing.

• Assists Judges in the weekly Guardianship Block courtroom session and Administrative Review Session.

• Acts as the designee of the First Justice of the Division pursuant to Standing Order 4-11 of the Probate and Family Court to review all filings needed for administrate review and determination as identified by the First Justice of anti-psychotic treatment plans (Rogers Reviews) pursuant to said standing order.

• Serves as the main point of contact with all counsel and prose parties in adult guardianship, conservatorship, and health care proxy matters. Serves as liaison with DMH and DDS staff concerning these matters.

• Reviews all annual reports filed by appointed guardians and determines if they are satisfactory or may be insufficient and require further judicial review.

• Maintaining and monitoring the judge’s schedule on MassCourts, which includes requesting downtime for dates they are unavailable or out, blocking off dates with too many cases, and monitoring the list as cases come off or on through the week.

• Constant communication with the immediate manager to inform them when the judge is either out, at a conference, having an education day, or having a lobby day.

• Working with staff when scheduling Pre-Trial Conferences, including checking for any cross-referenced or related case information that would change the assigned judge, reviewing the pending complaint and the summons to make sure the complaint is completed correctly, and ensuring that service was properly made prior to scheduling.

• When Motions to Continue are filed, new dates will be coordinated with the attorneys and parties.

• Performs other case related duties needed when court is not in session.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Courtroom Services Administrator:

Associate’s degree and 7 years of experience in an office of a Clerk-Magistrate or a Register of Probate, or an equivalent combination of education and experience.

Thorough knowledge of state statutes, court procedures and policies, legal documents and terminology, laws, and functions of the court.

Demonstrated uniform probate code knowledge.

Considerable knowledge of all courtroom policies and procedures and demonstrated ability to provide assistance during any court session.

Excellent organizational skills, including the demonstrated ability to process a high volume of court documents in an organized and efficient manner.

Demonstrated working knowledge of case processing using an automated case processing system.

Considerable knowledge of the procedures related to the processing of all types of cases and the ability to process those cases from beginning to end.

Demonstrated ability to identify problems and to develop creative solutions to those problems.

Demonstrated ability to prepare and review orders, write reports, and perform research as needed.

Demonstrated ability to exercise sound judgment.

Demonstrated ability to assign, supervise, assist in training, and review the work of subordinate employees.

Ability and experience using personal computers, including word processing software such as MS Word. Experience with spreadsheet software such as MS Excel is preferred.

Excellent communication skills, including the ability to perform work and communicate in a highly visible and public setting.

Ability to handle multiple issues simultaneously.

Ability to maintain accurate records of proceedings.

Ability to establish and maintain effective working relationships with others.

Ability to serve the public and others with business before the court in a courteous and professional manner.

Ability to perform case processing duties when court is not in session.