Probation Case Administrator - Middlesex Probate & Family Court
About The Position
The Probation Case Administrator performs entry-level probation case data-entry processes, runs queries in the Court Activity Record Information (CARI) system, compiles daily trial lists, and provides administrative assistance within the assigned office. The role provides customer service to coworkers, lawyers, law enforcement, and the public by phone and in person. Case processing may use electronic filing and/or case-management systems. The position works under the direction of the Department Head or their designee. The Middlesex Probate & Family Court is a multisite location, and travel between the Lowell and Woburn sessions is required. The position does not supervise others. Employment is contingent on passing a criminal record check.
Requirements
- High school diploma or G.E.D. equivalency.
- One year of related work experience; equivalent combinations of education and experience will be considered.
- Knowledge of modern office equipment and technology, including computers and applicable software.
- Organization and time-management skills.
- Customer-service skills.
- Attention to detail.
- Ability to establish effective working relationships, including with other state agencies and court departments.
- Ability to prepare clear and accurate reports and maintain appropriate records.
- Ability to maintain confidentiality.
- Ability to communicate effectively orally and in writing.
- Ability to work independently and follow oral and written instructions.
- Ability to learn departmental and court policies and procedures, the CARI system, and data-entry procedures.
- Ability to travel between the Lowell and Woburn court sessions.
Responsibilities
- Provide front-counter customer service, answer incoming calls, and direct calls to appropriate personnel.
- Enter and update restraining orders.
- Receive, date, stamp, sort, and distribute incoming mail, and process outgoing mail.
- Copy, file, retrieve, and sort court papers, documents, and folders according to established procedures; pull folders for court sessions.
- Update CARI with upcoming continuance dates and depositions.
- Assist attorneys, litigants, and law enforcement personnel; respond to routine requests about cases, scheduling, and court procedures; and, as needed, assist with forms, applications, scheduling, and explaining court procedures.
- Retrieve criminal records, enter initial data, and update records and orders in automated systems.
- Assist Probation Officers with case closings, including maintaining documents, updating MassCourts and intakes, and ensuring orders are included.
- Open case assignments and provide relevant documentation to the assigned Probation Officer.
- Run indigency reports to assist Probation Officers with recommendations for appointment of counsel.
- Verify the daily list with the Clerk-Magistrate's office and prepare needed documents for the assigned Probation Officer.
- Request information from other agencies, departments, and courts.
- Identify record identity issues and request mergers or corrections to probation records.
- Maintain statistical data concerning case-processing activities.
- Perform other duties as required.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
