Case Administrator I - Northampton District Court

Commonwealth of Massachusetts•Northampton, MA

About The Position

The Case Administrator I performs entry-level case processing for the District Court, from entering case documents and exhibits into the system and updating court-appearance information through final disposition. Duties include data entry, record requests and retention, cashiering, and customer service for the public, law enforcement, other state agencies, and attorneys, in person and over the phone. Case processing may use an electronic filing and/or case management system. The position works under the direction of a Department Head or their designee and does not supervise others. Work is frequently performed in an office or similar indoor environment. This is a union-designated position; new hires start at the entry-level rate under the collective bargaining agreement/MOA with OPEIU, Local 6, and may advance within the salary band according to the CBA/MOU.

Requirements

High school diploma or G.E.D. equivalency.
One year of related work experience; equivalent combinations of education and experience will be considered.
Knowledge of modern office equipment and technology, including computers and applicable software such as MS Office products.
Knowledge of case management principles and basic cashiering methods.
Skills in organization and time management, customer service, data entry, and attention to detail.
Ability to establish effective working relationships; prepare clear and accurate reports; maintain appropriate records and confidentiality; communicate effectively orally and in writing; work independently and follow oral and written instructions; and learn the manual and automated procedures and functions of the assigned office.
Ability to support departmental and court policies and procedures.

Nice To Haves

Prior customer service experience.
Experience using technology tools, including scheduling Zoom and other platforms.
Experience with business software and applications including Microsoft Word, Outlook, and MS Excel.
Strong organizational skills.

Responsibilities

Maintain dockets, records, and legal documents and files pertaining to cases.
Enter complaints, petitions, summonses, warrants, daily lists, orders of commitment, other standard-form documents, and updates to case information.
Answer incoming phone calls, route callers, take messages, and provide routine information in response to inquiries.
Provide technical assistance to litigants, counsel, and the public concerning case and court procedures, in person or virtually.
Perform general case intake, including receiving court papers and documents, determining general case category, and making docket entries.
Perform administrative tasks, including maintaining case files, coordinating with judges for endorsements, organizing and disseminating information, and assisting with motion scheduling.
Copy, file, retrieve, and sort court papers, documents, and folders according to established procedures.
Compile statistical data concerning cases and processing activities.
Receive, date-stamp, sort, and distribute incoming mail, and process outgoing mail.
Provide assistance to a Sessions Clerk or Assistant Clerk during court sessions as required, including arranging papers, documents, and exhibits; marking dockets and case papers; communicating with attorneys and others about courtroom activities; and processing files after court.
Pull daily lists and support the judicial lobby concerning cases.
Send notices to parties and attorneys.
Perform cashiering duties as needed, including receiving money, determining case type, making entries in the cash register or another system, validating case papers to reflect payments, and issuing receipts.
Perform other duties as required.