Appeals Administrator I

Massachusetts Trial Court•Boston, MA

5d•Hybrid

About The Position

This is the entry-level position of the Appeals Administrator series. An Appeals Administrator I performs a variety of functions related to the docketing of new appeals and the support of existing appeals in the Appeals Court’s single justice and panel sessions. Duties may include docketing new appeals in the appellate case management system; reviewing paper and electronic submissions of various document types to determine their conformity with court rules for timeliness, accuracy, and completeness; scanning, naming, and storing records in the document management system; and docketing all filings, orders, and decisions from the inception of an appeal until it has concluded. Specialized duties or activities include the identification of the appropriate next steps for each filing or order; appropriate coding and setting of any confidentiality designation; taking any necessary action to ensure that appeals proceed efficiently; and providing customer service to the public, litigants, attorneys, and court personnel in person, electronically, or by phone. Appeals administration is performed using the courts’ electronic filing, case, and document management systems.

Requirements

Associates Degree and 2 years of work experience; or an equivalent combination of a High School diploma or G.E.D. and work experience; Bachelor's degree preferred
Knowledge of: Modern office equipment and technology, including computers and applicable software
Knowledge of: Court policies and procedures
Knowledge of: Case management principles
Knowledge of: Basic cashiering methods
Skill in: Communication, including the ability to interact effectively with judges, attorneys, litigants, and court personnel
Skill in: Organization and time management, including the ability to prioritize and handle multiple tasks within time periods prescribed by court rules and office policy
Skill in: Attention to detail and proofreading
Skill in: Customer service
Skill in: Data entry
Ability to: Analyze and docket a high volume of data accurately while adhering to rigorous deadlines.
Ability to: Establish effective working relationships with others
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 the court’s procedures and functions, manual and electronic

Responsibilities

Initiates appeals in the court’s single justice and panel sessions, including receiving records of the originating trial court or agency, related filings, court fees or waiver requests, determining appropriate appeals type and nature, making docket entries, and sending notices.
Processes court filings and documents, including orders and decisions, and ensures accurate entries and coding in the electronic appellate case management, filing, and document management systems.
Maintains appellate dockets and records pertaining to single justice and panel appeals and matters.
Provides customer service by assisting the public, litigants, attorneys, and court personnel in person, electronically, and by phone, consistent with court confidentiality policies.
Provides information to court users about court business and procedures in response to inquiries. Routes complex inquiries to appropriate personnel.
Monitors, selects for processing, and updates electronic queues for new filings, orders, and directions.
Reviews paper and electronic filings to determine accuracy, completeness, and conformity with appropriate rules, practices, and/or court requirements, and issues related notices.
Inputs and updates information pertaining to appearances and contact information of parties, attorneys, and lower courts.
Verifies accuracy of electronic mail addresses stored in the appellate case management system.
Coordinates with the lower courts for transmission of case records.
Purges and recycles closed appellate files.
Identifies and monitors the designated impoundment status of an appeal or document and collaborates as needed with senior personnel to confirm the level of public access or impoundment required.
Reviews and determines, with appropriate supervision, the need for additional follow-up in accordance with established procedures. Resolves appeal-specific issues while maintaining internal and external customer satisfaction.
Performs various administrative tasks, including maintaining appellate files, assisting with processing of motions, coordinating with court personnel on pending motions or matters, and organizing and disseminating information.
Files, retrieves, scans, and duplicates appellate records for court personnel, attorneys, and others according to established procedures. Reviews scanned and electronically filed documents for accuracy and legibility.
Performs routine inspection of electronic appeals dockets and records to ensure the completeness, accuracy, and multilevel uniformity of court records.
Prioritizes the docketing and processing of emergency matters.
Maintains due dates and statistical data concerning appeals-processing activities.
Assists with preparation of appellate workflow management reports.
Receives, date stamps, sorts, scans, and dockets incoming mail. Processes outgoing mail including operating a postage machine.
Performs limited cashiering duties, including receiving payment of court fees and related processing according to established protocols.
Assists the Clerk and Business Processes Manager in the development and implementation of new business processes related to the Appeals and Lead Appeals Administrators’ duties as requested.
May serve as the temporary backup to a higher-level position.
Performs other related tasks in support of the office or the court as required and as directed by supervisors.