Probation Lead Case Administrator I - Waltham District Court
About The Position
The Probation Lead Case Administrator I performs complex probation case data entry, runs queries in the Court Activity Record Information (CARI) system, compiles daily trial lists, and provides administrative assistance within an assigned office under limited supervision. The role provides customer service to coworkers, attorneys, law enforcement, litigants, and the public by phone, electronically, and in person, including handling unusual or complicated information requests. The position also serves as a resource to other Probation Case Administrators. Case processing may use electronic filing and/or case management systems. The position works under the direction of a Department Head or designee. It coordinates case-processing work, scheduling, and workflow; supports accuracy and completeness of court records; and performs advanced case processing and data entry. This position does not require supervision of others. Work is frequently performed in an office or similar indoor environment and involves light physical work, including occasionally exerting up to 20 pounds of force.
Requirements
- High school diploma or GED equivalency.
- Four years of related work experience, preferably in case management; equivalent combinations of education and experience will be considered.
- Knowledge of modern office equipment and technology, including computers and applicable software.
- Knowledge of departmental and court policies and procedures.
- Knowledge of case processing using MassCourts or another court-used automated case management system, such as CJIS, DOR, and DTA.
- Training in the manual and automated procedures related to cases processed by the Probation Office.
- Skills in organization and time management, customer service, attention to detail, and leadership.
- Ability to establish effective working relationships; prepare clear and accurate reports; maintain appropriate records and confidentiality; communicate effectively orally and in writing; work independently and follow oral and written instructions; and process complicated cases from beginning to end.
Nice To Haves
- Related work experience in case management is preferred.
Responsibilities
- Provide customer service to attorneys, litigants, law enforcement personnel, and the general public, including responding to unusual or complicated requests for information.
- Update identities in the Masscourt System and oversee corrections in CORI and CJIS to address identity fraud and correct mistakes in CORI records.
- Compare data across automated systems to determine status and ensure accuracy; resolve discrepancies as needed.
- Ensure proper records and folders are sent to court each day and coordinate missing cases with other offices.
- Review approved motions for release of criminal records for completeness, produce the records, or identify issues for supervisor review.
- Maintain a database of individuals referred to community service and other court programs and provide periodic reports.
- Coordinate Case Administrators' case-processing responsibilities and perform advanced case-processing and data-entry functions.
- Provide backup for Department of Revenue processing for the court.
- Enter and update restraining orders and harassment prevention orders.
- Run indigency reports to assist Probation Officers with recommendations for appointment of counsel.
- Coordinate workflow and provide technical assistance; answer questions; coordinate collection and recording of information; review prepared materials; and determine further actions.
- Coordinate scheduling and calendaring of cases and violation hearings; prepare and send notices when needed; determine rescheduling needs within established guidelines; and communicate hearing dates with other offices.
- Assist in identifying training needs of case-processing staff and participate in developing and implementing training programs.
- Assist with collecting and reporting statistics concerning processed cases.
- Perform special projects, such as researching default cases to determine their status and actions needed to resolve them.
- Serve as backup to supervisory positions as needed.
- Perform the duties of a Probation Case Administrator as needed.
- Perform other duties as required.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
