Case Coordinator (Ayer District Court)

Title: Case Coordinator (Ayer District Court)

Pay Grade: Grade 12

Starting Pay: $55,128.58

Departmental Mission Statement: As a gateway to justice in the Commonwealth of Massachusetts, the District Court is dedicated to the administration of justice in a fair, impartial and timely manner in accordance with the rule of law. In fulfilling this role, the District Court shall provide the communities it serves with an environment that is safe, accessible and respectful to all. The District Court shall conduct its business with integrity, competence and a commitment to excellence in order to promote public trust and confidence in the judicial system.

District Court Organizational Profile

Notes:

• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Position Summary: This series is responsible for performing the full range of case processing duties and for coordinating those activities within a sub-unit or functional area of an Office of a Clerk-Magistrate, a Register of Probate or an equivalent office. In addition, this series is responsible for providing service to the public and other individuals with business with the court consistent with policies on confidentiality.

The position title above the entry level requires the performance of increasingly more responsible and varied work which requires more knowledge of overall court and administrative operations. Employees are appointed at the entry level position title and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title. The position title reverts to the entry level when there is vacancy.

ORGANIZATIONAL LEVELS: This position is part of a series that includes a number of levels. Employees are appointed to the entry level and are eligible to advance to the higher levels consistent with this job description and Trial Court policies.

Case Coordinator I - This is the entry level position title within this series. Employees at this level are expected to coordinate a sub-unit or functional area within an office and the processing of cases within that sub-unit or functional area from beginning to end. Employees may also perform courtroom related responsibilities on these cases.

Coordinator II - This is the second level position title within this series. Employees at this second level are expected to be involved in quality control activities within the sub-unit or functional area and to be able to perform mid-level administrative responsibilities for the office in the areas of budget administration, payroll, and purchasing. May also serve as a back-up to a higher-level series

Duties: Case Coordinator I duties:
• Coordinates the case processing functions within a sub-unit or functional area of an office.
• Coordinate’s workflow, provides technical assistance, answers questions, and resolves problems within the sub-unit or functional area, and determines further actions to be taken.
• Identifies training needs of case processing staff and participates in the development and implementation of training programs within the sub-unit or functional area.
• Coordinates the scheduling and calendaring of cases and/or hearings, the preparing and sending of notices to parties, and exercises judgments on the rescheduling of matters within established guidelines.
• Performs assigned duties and assists less experienced users on MassCourts and/or other comprehensive, integrated case management systems which feature electronic filing of complaints, extensive docketing, scheduling, and management reporting.
• Ensures that cases are prepared and ready for court sessions or hearings and may attend court or hearings concerning such cases to provide technical assistance and to record dispositions.
• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public. Serves as a point of contact for information concerning cases processed within the sub-unit or functional area who is capable of responding to any inquiry within established guidelines. May use specialized communication skills in performing these duties.
• Trains staff in the use of automated systems and word processing software, introduces new versions or functions, trouble-shoot problems, and attends meetings.
• Coordinates the collection and reporting of statistics concerning cases processed; and
• Performs the duties of the lower level series as required.

Case Coordinator II Additional Duties:
• Regularly monitors the accuracy, completeness, and timeliness of case processing activities within the sub-unit or functional area.
• Evaluates and recommends ways to improve case processing activities within the sub-unit or functional area.
• Performs mid-level administrative duties such as preparing payment vouchers to pay for goods received, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents and reports.
• Provides assistance in the areas of payroll and workers' compensation, including keeping records, helping staff understand benefits and policies, and preparing forms.
• Provides assistance in the maintenance of time and personnel records for employees within the work unit or office, and in the preparation of personnel and payroll documents.
• Prepares a variety of reports using spreadsheets and similar software.
• May serve as the back-up to a higher level series; and
• Performs all of the duties of the lower level in this series as required.

Job Competencies: 

All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.

Mission Understands, upholds, and communicates the Trial Court missions.

Applied Knowledge Understands research, information services operations, specialized tools, applications, and

software, with some understanding of the various court departments and divisions.

Problem Solving Ability to successfully address data issues, draw conclusions, and make recommendations.

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Performance Measurement Understands the value and importance of performance measures as a basis for both individual and departmental assessments.

Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied economic and cultural backgrounds.

Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.

Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Case Coordinator:

Case Coordinator I Requirements:
• Graduation from high school or its equivalent and a minimum of four years of relevant court experience, or an equivalent combination of education and experience (especially supervisory experience).
• Considerable knowledge of court procedures, manual and automated, to permit the supervision of cases and staff.
• Considerable knowledge of procedures and policies governing court sessions.
• Considerable knowledge of experience using personal computers, including word processing software such as MS Word, and the ability to teach and train staff in their use and solve problems.
• Experience with spreadsheet software such as MS Excel is preferred.
• Ability to plan, assign and supervise the work of subordinate employees.
• Ability to identify and understand problems and to determine the appropriate measures to take to solve those problems.
• Considerable interpersonal skills, including the ability to establish and maintain effective working relationships with others.
• Ability to make work decisions in accordance with the law, regulations and department rules.
• Ability to serve the public and others with business with the court in a courteous and professional manner; and
• Ability to establish and maintain effective working relationships with court staff.

Case Coordinator II Additional Requirements:
• A minimum of two years of experience as a Case Coordinator I;
• Considerable knowledge of spreadsheet software such as MS Excel and data base management software.
• Working knowledge of Trial Court fiscal policies and procedures.
• Working knowledge of Trial Court personnel policies and procedures.
• Demonstrated ability to monitor case processing activities in order to maintain quality control standards.
• Demonstrated ability to identify problems and to recommend improvements to case processing activities.
• Demonstrated ability to prepare fiscal documents and reports, and personnel documents in accordance with Trial Court policies and procedures