Official Title: Judicial Support Specialist I - Suffolk Probate & Family Court

Pay Grade: Grade 12S

Salary Range: 12S Entry Level Pay $55,974.36 to Pay Range Maximum $82,497.48

Starting Pay: $55,974.36

Salary Notes: 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.

Departmental Mission Statement: The Probate and Family Court Department's mission is 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.

The Probate and Family Court Department has jurisdiction over family-related matters, such as divorce, paternity, child support, custody, parenting time, adoption, termination of parental rights, and abuse prevention. In addition to equity jurisdiction, the Probate and Family Court also has jurisdiction over wills, estates, trusts, guardianships, conservatorships, and changes of name. 

Organizational Profile:
https://www.mass.gov/orgs/probate-and-family-court

Position Summary: Provides confidential, legal, and administrative services for one or more assigned judges including document preparation and distribution, docketing, proofreading, and editing judicial decisions, assisting with judicial communications, court procedures, administrative procedures, file management, and providing and coordinating technical support. Case processing may be done using an electronic filing and/or case management system.

Supervision Received: Works under the direction of the First Justice, assigned judges, or designee.

Essential Functions and Responsibilities:

• Performs confidential, legal, and administrative services, word processing, and administrative support to assigned judges.
• Provides technical assistance to Judges and other personnel in the Administrative Office and Judges Lobby. May provide technical assistance to other court departments in their court locations.
• Collaborates with judges, clerks, court security, all other court personnel, and the public.
• Screens visitors and telephone calls, greets meeting attendees, responds to inquiries, takes messages, and directs/refers the public to appropriate locations in the courthouse.
• Types memos, legal documents, decisions, orders, directives, memoranda of law, findings, and opinions for Justices; and maintains records.
• Drafts, edits, and maintains administrative reports, judicial correspondence, and records.
• Assists with inventory of office supplies, including consumables, furniture, and equipment. Ensures adequate materials and supplies are available. May maintain local judicial lobby libraries, personal records, and legal files.
• May serve as a liaison between the building owner and the court regarding building maintenance issues and remedies.
• May prepare reimbursements and facilitates timekeeping and Human Resources processes in the Judicial Lobby.
• May manage judicial calendar, building calendar, and assist with scheduling of judicial coverage.
• Collaborates with clerk’s office as needed.
• Performs other duties as required.

Job Competencies: 

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

Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.

Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.

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 other business technologies to properly support judicial activities and 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.

Minimum Requirements:

Education and Experience:
• High School diploma or G.E.D. equivalency
• Two (2) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
• Modern office equipment and technology, including computers and applicable software, including Microsoft Office.

Skill in:
• Organization and time management.
• Attention to detail.
• Court user support.
• Proofreading.

Ability to:
• Learn departmental and court policies and procedures.
• Establish effective working relationships with others.
• Prepare clear and accurate reports.
• Maintain appropriate records.
• Maintains a variety of sensitive and highly confidential information.
• Communicate effectively, both orally and in writing.
• Work independently and follow oral and written instructions.
• Prepare and organize documents for meetings.
• Multi-task and prioritize work assignments.
• Travel to satellite court locations

Supervisory Responsibility: This position does not require supervision of others.

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 having to move objects.