Probation Case Administrator I - Essex Probate & Family Court

Massachusetts Trial Court

22h

About The Position

Performs entry-level probation case data entry processes, runs data queries in Court Activity Record Information (CARI) system, compiles daily trial list, and provides administrative assistance within assigned office. Provides customer service to coworkers, lawyers, law enforcement, and the general public over the phone and in person. Case processing may be done using an electronic filing and/or case management system.

Requirements

High School diploma or G.E.D. equivalency
One (1) year of related work experience
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
Skill in organization and time management
Skill in customer service
Skill in attention to detail
Ability to establish effective working relationships with others, including other state agencies and court departments
Ability to prepare clear and accurate reports
Ability to maintain appropriate records
Ability to maintain confidentiality of information
Ability to communicate effectively, both orally and in writing
Ability to work independently and follow oral and written instructions
Ability to learn Departmental and court policies and procedures
Ability to learn CARI system
Ability to learn Data entry procedures

Responsibilities

Provides customer service at front counter. Answers incoming calls and directs calls to appropriate personnel.
Enters and updates restraining orders.
Receives, dates, stamps, sorts, and distributes incoming mail. Processes outgoing mail.
Copies, files, retrieves, and sorts court papers, documents, and folders according to established procedures. Pulls folders for court sessions.
Updates CARI's with upcoming continuance date and depositions.
Provides assistance to attorneys, litigants, and law enforcement personnel. Responds to routine requests for information concerning cases, scheduling, and court procedures. May assist with filling out forms and applications, scheduling, and informing of court procedures.
Retrieves criminal records, enters initial data, and updates records and orders in various automated system.
Assists Probation Officers with closing of cases, including maintaining documents, updating MassCourts and intakes, and ensuring orders are included.
Opens case assignments and provides all relevant documentation to Probation Officer.
Runs indigency reports to assist Probation Officers for recommendation of appointment of counsel.
Verifies daily list with the Clerk-Magistrate's office, and prepares all needed documents for the Probation officer assigned.
Requests information from other agencies, departments, and or courts;
Determines identity issues with records and requests mergers or correction of probation records;
Maintains statistical data concerning case processing activities.
Performs other duties as required.