Lead Case Administrator II - Hampden Probate & Family Court

Massachusetts Trial Court•Springfield, MO

2d•$61,712 - $90,953•Onsite

About The Position

Performs full performance-level case processing from the entry of the case documents and exhibits into the system, the updating and entering of information pertaining to court appearances, through the final disposition. Performs duties related to data entry, record requests, and record retention. May perform cashiering duties. Provides customer service to the public, law enforcement, other state agencies, and attorneys in person and over the phone. May perform administrative support duties. Case processing may be done using an electronic filing and/or case management system. Works under the direction of a Department Head or designee.

Requirements

High School diploma or G.E.D. equivalency
Six (6) years of related experience, preferably in case management
Equivalent combinations of education and experience will be considered for meeting minimum qualifications.
Modern office equipment and technology, including computers and applicable software, not limited to Tyler E-File, MassCourts, For the Record, and videoconferencing programs
Comprehensive understanding of departmental and court policies and procedures pertaining to case administration.
Procedures and policies governing court sessions.
Procedures and automation related to the processing of cases.
Case management principles.
Court’s automated case processing system.
Fiscal policies of the Trial Court.
Organization and time management.
Leadership.
Customer service.
Troubleshooting.
Leadership
Detail oriented / Attention to detail
Establish effective working relationships with others.
Prepare clear and accurate reports.
Maintain appropriate records.
Maintain confidentiality of information.
Communicate effectively, both orally and in writing.
Work independently and follow oral and written instructions.
Identify problems with court documents, papers, and filings and take appropriate. action within established guidelines.
Problem solve
Review and process vendor transaction documents.
Make decisions in accordance with the law, regulations, and department rules.
Prepare fiscal documents and reports, and personnel documents in accordance with Trial Court policies and procedures.
Monitor case processing activities to maintain quality control standards.
Identify problems and to recommend improvements to case processing activities.
Work with interruption in a fast-paced environment.
Train other court staff.

Nice To Haves

This position is designated as a Union position.
All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6.
Pay may advance within the salary band according to the CBA/MOU.

Responsibilities

Maintains and provides case related documents for court sessions and specific case types.
Performs advanced case processing functions, including reviewing court documents, papers, and filings for accuracy and completeness, and determining processing required.
Identifies inaccuracies and or discrepancies and takes action to resolve such within established guidelines.
Aids in court sessions, including arranging for required papers, documents, and exhibits, marking dockets and case papers, pulling cases and preparing lists, maintaining contact with attorneys and other individuals concerning courtroom activities, and processing files after court.
Provides administrative support and customer service to attorneys, litigants, law enforcement personal, other state agencies, and the public.
May provide customer service in person, telephonically, or virtually.
Coordinates the scheduling, calendaring, and workflow of cases day to day and maintains records and reports.
Manages dockets and records for daily filings and judicial proceedings.
Ensures cases are prepared and ready for court sessions or hearings.
Attends court or hearings concerning such cases to provide technical assistance and to record dispositions.
Identifies training needs of case processing staff and participates in the development and implementation of training programs.
Coordinates the collection and reporting of statistics concerning cases processed.
Assists in maintenance of statistical data and may prepare reports or documents concerning cases processing activities.
Serves as a resource to other employees in the office, including answering questions and preparing summons, warrants, and a daily list.
Processes more complicated cases involving multiple offices, agencies, parties, appeals, exhibits and other legal issues.
Performs various administrative tasks, including maintaining case files, coordinating with judges for endorsements, organizing and disseminating information, docketing and resulting cases, and assisting with scheduling motions, dates ,and other proceedings.
May serve as back-up to and Assistant Supervisor.
Performs the duties of Lead Case Administrator I, Case Administrator, as necessary.
Performs other duties as required.