Probation Assistant Supervisor Case Administration - Suffolk Probate & Family Court

Massachusetts Trial Court • Boston, MA

4d • $69,398 - $102,281 • Onsite

About The Position

This position supervises the activities and clerical unit within a Probation Office under the direction of a Chief Probation Officer or their designee. The role involves assigning and reviewing the work of support staff, assisting in the development and implementation of policies and operating procedures, and preparing necessary manuals and forms. The position is responsible for maintaining and preparing monthly statistical reports, monitoring the accuracy, completeness, and timeliness of case processing, and training staff in the use of automated systems, departmental procedures, and proper case administration. The Probation Assistant Supervisor also supports other probation staff, providing service to the public and other individuals with business with the court consistent with policies and confidentiality.

Requirements

• Associate's Degree from an accredited college or university
• Six (6) years of related work experience, preferably in case management
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications
• Knowledge of modern office equipment and technology, including computers and applicable software
• Knowledge of Departmental and court policies and procedures
• Knowledge of Principles and practices of employee supervision
• Knowledge of CARI
• Knowledge of CJIS
• Knowledge of DTA/DOR Databases (for indigency evaluations)
• Knowledge of MassCourts
• Knowledge of Technology systems and policies
• Knowledge of Inventory policies and procedures
• Skill in organization and time management
• Skill in de-escalation and conflict resolution
• Skill in customer service
• Ability to establish effective working relationships with others
• Ability to prepare clear and accurate reports
• Ability to maintain appropriate records
• Ability to maintain confidentiality of information
• Ability to plan, assign, and supervise the work of lower level employees
• Ability to identify problems and to recommend improvements to case processing activities
• Ability to communicate effectively, both orally and in writing
• Ability to work independently and follow oral and written instructions
• Ability to monitor case processing activities in order to maintain quality control standards

Responsibilities

• Provides supervision and direction to subordinate staff and coordinates work flow within the work unit or office, including distributing work, assigning staff to cover absences, providing technical assistance, answering questions, and resolving problems within the work unit supervised.
• Supervises case processing and data entry activities within the work unit, including preparation of record entries, notices, trial lists, and various dockets; Provides service to the public, attorneys, litigants and law enforcement.
• Reviews and processes legal documents. Ensures accuracy of court records, scheduling of cases and hearings, and maintenance of files.
• Supervises the development and implementation of training programs within the work unit supervised; Trains staff in the use of automated systems, and troubleshoots problems they have.
• Develops and implements new procedures and responds to changes in statutes and administrative policies. Makes recommendations to improve case processing activities.
• Compiles, organizes, and reconciles all statistics concerning work activities and prepares related reports.
• Ensures coverage within the clerical office, processes requests for leave, and manages day to day calendar for staffing.
• Participates as a liaison between the work unit and other offices and outside agencies for the distribution and collection of information and to resolve operational issues.
• Serves as a point of contact for information concerning cases processed within the major work unit who is capable of responding to any inquiry within established guidelines. May use specialized communication skills in performing these duties.
• Runs and maintains reports for daily operations of the work unit.
• May perform the duties of (lower rated positions) within the Probation office, as needed.
• May participate in the hiring or promotion of staff, as needed.
• Assists with the processing of personnel actions including promotions, appointments, transfers, and leaves.
• May serve as backup to (higher rated positions), as needed.
• Performs other duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree