Intake Coordinator | Trial Division

Massachusetts AGO•Boston, MA

2d•Hybrid

About The Position

Attorney General Andrea Joy Campbell is looking for 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.

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.
Bilingual candidates are encouraged to apply.
Ability to travel within the Commonwealth, as needed; valid driver’s license, preferred.
The successful candidate will be able to demonstrate an interest in supporting a respectful and inclusive work environment and a connection to the people and communities we serve.

Nice To Haves

Proficiency with case management systems such as OnBase, preferred.
Valid driver’s license, preferred.

Responsibilities

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.
Maintains records, coordinates communication with agency representatives, outside counsel, and members of the public.
Entering new cases into OnBase, the division’s case management system, within one to two days of receipt and forwarding to the managing attorney for assignment.
Updating staff assignments in OnBase and forwarding case documents to the appropriate team members.
Entering cases in handled by Special Assistant Attorneys General into OnBase.
Entering Agency Settlement Requests into OnBase.
Monitoring Presentment email inbox and acknowledging receipt of incoming emails and documents.
Reading and reviewing all presentment claims received by the division.
Identifying the Commonwealth agency or agencies involved in the incident(s) using the search options provided in the Presentment Intake instructions.
Opening files OnBase and preparing a checklist.
Forwarding 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.
Uploading presentments, supporting documents, and related correspondence to the appropriate OnBase file.
Updating agency presentment contact information.
Maintaining organized electronic records of new cases and presentment claims.
Maintaining organized and labeled physical presentment files for three years.
Closing out old presentments in OnBase and archiving or destroying the physical presentment claims, as necessary.
Assisting in the search for responsive presentment documents and preparing reports for public records requests related to presentments.
Maintaining accurate reports of presentments for the division’s annual report.
Preparing affidavits for agencies and AAGs when presentment was not received as it relates to a civil litigation tort case.
Monitoring the public line and answering and responding to calls and voicemails.
Performing other duties as needed.