INTAKE COORDINATOR | Trial Division

Commonwealth of Massachusetts•Boston, MA

23h•Hybrid

About The Position

The Attorney General Andrea Joy Campbell is seeking a highly motivated individual to serve as the Intake Coordinator in the Trial Division within the Government Bureau. The Trial Division represents and defends the Commonwealth of Massachusetts, its agencies, and employees in a wide variety of civil lawsuits. The Intake Coordinator serves as the primary point of contact for new civil litigation and pre-litigation matters and is responsible for accurate intake, tracking, filing, and reporting of such matters and the management of presentment claims (pre-litigation tort claims) received in the Trial Division. This role maintains records, coordinates communication with agency representatives, outside counsel, and members of the public.

Requirements

Associate or bachelor’s degree, or an equivalent combination of education and relevant Administrative or legal support experience.
Excellent organizational and analytical skills, with the ability to manage multiple priorities.
Effective written and verbal communication skills.
Proficiency with Microsoft Office applications and case management systems such as OnBase, preferred.
Ability to interact and communicate with others effectively, including an ability to build rapport with people of diverse ethnic, cultural, and economic backgrounds.
Ability to travel within the Commonwealth, as needed; valid driver’s license, preferred.
Demonstrate an interest in supporting a respectful and inclusive work environment and a connection to the people and communities we serve.

Nice To Haves

Bilingual candidates are encouraged to apply.

Responsibilities

Serves as the primary point of contact for new civil litigation and pre-litigation matters.
Responsible for accurate intake, tracking, filing, and reporting of such matters.
Manages presentment claims (pre-litigation tort claims) received in the Trial Division.
Maintains records and coordinates communication with agency representatives, outside counsel, and members of the public.
Enters new cases into OnBase, the division’s case management system, within one to two days of receipt and forwards to the managing attorney for assignment.
Updates staff assignments in OnBase and forwards case documents to the appropriate team members.
Enters cases handled by Special Assistant Attorneys General into OnBase.
Enters Agency Settlement Requests into OnBase.
Monitors Presentment email inbox and acknowledges receipt of incoming emails and documents.
Reads and reviews all presentment claims received by the division.
Identifies the Commonwealth agency or agencies involved in the incident(s) using the search options provided in the Presentment Intake instructions.
Opens files in OnBase and prepares a checklist.
Forwards presentment documents to the appropriate representative at the Executive Office of the agency believed to be involved or responding to the claimant, claimant’s attorney, or insurance company, if necessary.
Uploads presentments, supporting documents, and related correspondence to the appropriate OnBase file.
Updates agency presentment contact information.
Maintains organized electronic records of new cases and presentment claims.
Maintains organized and labeled physical presentment files for three years.
Closes out old presentments in OnBase and archives or destroys the physical presentment claims, as necessary.
Assists in the search for responsive presentment documents and prepares reports for public records requests related to presentments.
Maintains accurate reports of presentments for the division’s annual report.
Prepares affidavits for agencies and AAGs when presentment was not received as it relates to a civil litigation tort case.
Monitors the public line and answers and responds to calls and voicemails.
Performs other duties as needed.