Courtroom Services Guardianship Administrator

Massachusetts Trial Court•Lexington, MA

2d•$84,354 - $124,324

About The Position

The Courtroom Services Guardianship Administrator oversees courtroom session operations, including making assignments, reviewing calendars, monitoring courtroom work, resolving problems, and coordinating training for new courtroom personnel. The role assists judges during weekly Guardianship Block and Administrative Review sessions and performs advanced case processing using an automated system when court is not in session. The position works under the direction of the Department Head or designee and serves as a lead worker. Coverage in Lowell and Woburn is required as needed. The Administrator prepares and reconciles electronic and paper files; operates court systems and courtroom recording and teleconference equipment; reviews cases and filings; manages courtroom lists and schedules; and maintains custody of documents submitted by attorneys and parties. The role serves as the primary contact for counsel and self-represented parties in adult guardianship, conservatorship, and health care proxy matters, liaises with DMH and DDS staff, reviews guardians’ annual reports, and reviews filings for administrative review of anti-psychotic treatment plans (Rogers Reviews). The position also coordinates case scheduling, continuances, and pre-trial conferences, checks service and filing requirements, and performs other case-related duties as needed. This posting is for current Probate and Family Court Department employees only. The position is designated as a union position; new hires start at the entry-level rate under the collective bargaining agreement/MOA with OPEIU, Local 6, and pay may advance within the salary band according to the CBA/MOU. The listed salary range is $84,353.62 to $124,323.68, with a starting pay of $84,353.62.

Requirements

Associate degree, or an equivalent combination of education and experience.
Six years of experience in an office of a Clerk-Magistrate or 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 court functions.
Demonstrated knowledge of the Uniform Probate Code.
Working knowledge of case processing using an automated case processing system.
Considerable knowledge of procedures for processing all types of cases from beginning to end.
Knowledge of courtroom policies and procedures and ability to provide assistance during court sessions.
Knowledge of MassCourts.
Knowledge of modern office equipment and technology, including computers and applicable software.
Organization and time-management skills.
Excellent communication skills, including ability to work and communicate in a highly visible public setting.
Conflict-resolution and customer-service skills.
Ability to multitask and handle multiple issues simultaneously.
Ability to establish and maintain effective working relationships and work cooperatively with others.
Ability to identify problems and develop creative solutions.
Ability to exercise sound judgment.
Ability to serve the public courteously and professionally.
Ability to perform case-processing duties when court is not in session.
Ability to prepare and review orders, write reports, conduct research, and maintain accurate records.

Responsibilities

Oversee courtroom session operations by making assignments, reviewing calendars, monitoring work activities, resolving problems, and coordinating training for new courtroom personnel.
Assist judges in weekly Guardianship Block courtroom sessions and Administrative Review Sessions.
Prepare case files by checking electronic dockets and paper files, locating or printing missing documents, and ensuring the electronic docket matches the paper file.
Operate court systems and equipment, including MassCourts, Zoom, Courtyard, email, and the For the Record (FTR) recording system; prepare and test recording equipment for sessions.
Review cases for motion, contempt, pre-trial, and trial sessions and identify relevant filings for the judge.
Print and review upcoming courtroom session lists and identify cross-reference or companion cases.
Use the teleconference system to enable attorneys and parties to participate remotely in in-person sessions.
Review submitted paperwork for completion, signatures, and dates, and file-stamp documents.
Before cases are called, request detailed proposed orders or judgments addressing contested issues and check compliance with notice requirements.
Receive and maintain custody of documents submitted by attorneys and parties, including appearance forms, financial statements, proposed orders, stipulations, agreements, memoranda, witness lists, and exhibits.
Act as the First Justice of the Division’s designee to review filings for administrative review of anti-psychotic treatment plans (Rogers Reviews) under Standing Order 4-11.
Serve as the main point of contact for counsel and self-represented parties in adult guardianship, conservatorship, and health care proxy matters, and liaise with DMH and DDS staff.
Review annual reports filed by appointed guardians and determine whether they are satisfactory or require further judicial review.
Maintain and monitor the judge’s MassCourts schedule, including requesting downtime, blocking dates with too many cases, and monitoring changes to the case list.
Communicate with the immediate manager about the judge’s absences, conferences, education days, and lobby days.
Coordinate scheduling of Pre-Trial Conferences, check cross-referenced or related cases, review complaints and summonses for completeness, and ensure proper service before scheduling.
Coordinate new dates with attorneys and parties when Motions to Continue are filed.
Perform advanced case processing and other case-related duties when court is not in session.
Meet with court personnel and others to identify ways to improve courtroom session efficiency and recommend improved methods and procedures within established guidelines.
Assign, supervise, assist in training, and review the work of subordinate employees.
Prepare and review orders, write reports, conduct research as needed, and maintain accurate records of proceedings.