Probation Case Administrator - Cambridge District Court

Official Title: Probation Case Administrator - Cambridge District Court

Pay Grade: Grade 7S

Salary Range: 7S Entry Level Pay $47,632.26 to Pay Range Maximum $64,638.60

Starting Pay: $47,632.26

Salary Notes: 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.

Departmental Mission Statement: Protecting and Building Safer, Healthier, Stronger Communities.

Position Summary: 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.

Supervision Received: Works under the direction of Department Head or their designee.

Essential Functions and 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 systems.
• 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.

Job Competencies:

• Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
• Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
• Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording those opportunities to those they supervise as scheduling permits.
• Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
• Applied Knowledge: Demonstrates ability with MS Office and other business technologies and can properly support the administration of departmental policies, procedures, and initiatives with an attention to detail.
• Problem Solving: Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
• Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
• Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

• Education and Experience: 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, Skills and Abilities:

• Knowledge of: Modern office equipment and technology, including computers and applicable software.
• Skill in: Organization and time management; Customer service; Attention to detail.
• Ability to: Establish effective working relationships with others, including other state agencies and court departments; 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; Learn Departmental and court policies and procedures; Learn CARI system; Learn Data entry procedures.

Supervisory Responsibility: This position does not require supervision of others.

Working Conditions: Work is frequently performed in office or similar indoor environments and is occasionally performed in warehouses or file/storage environments.

Physical Demands: This position requires light work: Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for the Sedentary Work category and the worker sits most of the time, the job is rated Light Work.