Official Title: Probation Lead Case Administrator - Edgartown District Court

Pay Grade: Grade 13S

Salary Range: 13S Entry Level Pay $58,772.74 to Pay Range Maximum $86,622.38

Starting Pay: $58,772.74

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: Protecting and Building Safer, Healthier, Stronger Communities.

ORGANIZATIONAL PROFILE:
https://www.mass.gov/orgs/massachusetts-probation-service

Position Summary: Performs more complex probation case data entry processes, runs data queries in Court Activity Record Information (CARI) system, compiles daily trial list, and provides administrative assistance within assigned office under limited supervision. Provides customer service to coworkers, lawyers, law enforcement, and the general public over the phone, electronically, and in person. Acts as a resource to other Probation Case Administrators. Case processing may be done using an electronic filing and/or case management system.

Supervision Received: Works under the direction of a Department Head or their designee.

Essential Functions and Responsibilities: • Provides customer service to attorneys, litigants, law enforcement personnel, and the general public, including responding to unusual or complicated requests for information.
• Updates Masscourt System of identities and oversees corrections in CORI, CJIS for the purpose determining identity fraud and fixing mistakes in the CORI system.
• Compares data in various automated systems in order to determine status and to ensure accuracy of information. Resolves discrepancies as needed. Ensures that proper records and folders are sent into court each day and coordinates missing cases with other offices;
• Reviews approved motions for release of criminal records for completeness, produces such records, or identifies issues for further review by a supervisor.
• Maintains a data base on individuals referred to community service and other court programs and provides periodic reports.
• Coordinates the case processing responsibilities of Case Administrators and performs advanced case processing and data entry functions.
• Provides backup for Department of Revenue processing for court.
• Enters and updates restraining orders and harassment prevention orders.
• Runs indigency reports to assist Probation Officers for recommendation of appointment of counsel.
• Coordinates work flow, provides technical assistance, answers questions, coordinates the collection and recording of information, the review of material prepared, and determines further actions to be taken;
• Coordinates the scheduling and calendaring of cases and/or violation hearings, may prepare and send notices to parties, determines the need for rescheduling within established guidelines, and communicates with other offices concerning hearing dates;
• Assists in identifying training needs of case processing staff and participates in the development and implementation of training programs;
• May assist in the collection and reporting of statistics concerning cases processed;
• Performs special projects, such as researching default cases to determine their status and the actions that need to be taken to resolve their status;
• Serves as backup to the (Supervisory) positions, as needed.
• Performs the duties of the Probation Case Administrator, 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 those 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 knowledge of the procedures, manual and automated, related to the processing of all types of cases and the ability to process those cases from beginning to end.
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
• Four (4) years of related work experience, preferably in case management
• 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
• Departmental and court policies and procedures
• Case processing using MassCourts or other court used automated case management system, such as CJIS, DOR, and DTA.
• Training in all of the procedures, manual and automated, related to all of the cases processed by the Probation Office
Skill in:
• Organization and time management
• Customer service
• Attention to detail
• Leadership
Ability to:
• Establish effective working relationships with others
• 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
• Process complicated cases from beginning to end

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

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: This position requires light work:
Exerting up to 20 pounds of force occasionally, a negligible amount of force frequently, and/or or constantly having to lift, carry, push, pull or otherwise move objects, including the human body.