Appeals Administrator I

Title: Appeals Administrator I

Pay Grade: Grade 13

Starting Pay: $60,819.46

Departmental Mission Statement: The Massachusetts Appeals Court is committed to doing justice under the law by rendering thoughtful, well-reasoned appellate decisions in a timely and efficient manner, treating all those who come before the court fairly and impartially.

https://www.mass.gov/orgs/appeals-court

Notes: 

This posting will remain open until filled; however, preference will be given to candidates that apply during the initial 14 day posting period.

Court employees are not permitted to engage in the practice of law.

Employees of the Massachusetts courts are required to be Massachusetts residents.

This is a full-time position and is eligible to participate in the Appeals Court’s remote work policy.

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 is the entry-level position of the Appeals Administrator series. An Appeals Administrator I performs a variety of functions related to the docketing of new appeals and the support of existing appeals in the Appeals Court’s single justice and panel sessions. Duties may include docketing new appeals in the appellate case management system; reviewing paper and electronic submissions of various document types to determine their conformity with court rules for timeliness, accuracy, and completeness; scanning, naming, and storing records in the document management system; and docketing all filings, orders, and decisions from the inception of an appeal until it has concluded. Specialized duties or activities include the identification of the appropriate next steps for each filing or order; appropriate coding and setting of any confidentiality designation; taking any necessary action to ensure that appeals proceed efficiently; and providing customer service to the public, litigants, attorneys, and court personnel in person, electronically, or by phone. Appeals administration is performed using the courts’ electronic filing, case, and document management systems.

Duties:

• Initiates appeals in the court’s single justice and panel sessions, including receiving records of the originating trial court or agency, related filings, court fees or waiver requests, determining appropriate appeals type and nature, making docket entries, and sending notices.
• Processes court filings and documents, including orders and decisions, and ensures accurate entries and coding in the electronic appellate case management, filing, and document management systems.
• Maintains appellate dockets and records pertaining to single justice and panel appeals and matters.
• Provides customer service by assisting the public, litigants, attorneys, and court personnel in person, electronically, and by phone, consistent with court confidentiality policies.
• Provides information to court users about court business and procedures in response to inquiries. Routes complex inquiries to appropriate personnel.

• Monitors, selects for processing, and updates electronic queues for new filings, orders, and directions.
• Reviews paper and electronic filings to determine accuracy, completeness, and conformity with appropriate rules, practices, and/or court requirements, and issues related notices.
• Inputs and updates information pertaining to appearances and contact information of parties, attorneys, and lower courts.
• Verifies accuracy of electronic mail addresses stored in the appellate case management system.
• Coordinates with the lower courts for transmission of case records.
• Purges and recycles closed appellate files.
• Identifies and monitors the designated impoundment status of an appeal or document and collaborates as needed with senior personnel to confirm the level of public access or impoundment required.
• Reviews and determines, with appropriate supervision, the need for additional follow-up in accordance with established procedures. Resolves appeal-specific issues while maintaining internal and external customer satisfaction.
• Performs various administrative tasks, including maintaining appellate files, assisting with processing of motions, coordinating with court personnel on pending motions or matters, and organizing and disseminating information.
• Files, retrieves, scans, and duplicates appellate records for court personnel, attorneys, and others according to established procedures. Reviews scanned and electronically filed documents for accuracy and legibility.
• Performs routine inspection of electronic appeals dockets and records to ensure the completeness, accuracy, and multilevel uniformity of court records.
• Prioritizes the docketing and processing of emergency matters.
• Maintains due dates and statistical data concerning appeals-processing activities.
• Assists with preparation of appellate workflow management reports.
• Receives, date stamps, sorts, scans, and dockets incoming mail. Processes outgoing mail including operating a postage machine.
• Performs limited cashiering duties, including receiving payment of court fees and related processing according to established protocols.
• Assists the Clerk and Business Processes Manager in the development and implementation of new business processes related to the Appeals and Lead Appeals Administrators’ duties as requested.
• May serve as the temporary backup to a higher-level position.
• Performs other related tasks in support of the office or the court as required and as directed by supervisors.

Job Competencies:

 Ethics and Values: Communicates and demonstrates the ethics and values of the Appeals Court.

Mission Driven: Employees are fully committed to fulfilling the Appeals Court’s mission.

Professional Development: Employees are committed to participating in ongoing Appeals 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 court employees and the public.

Applied Knowledge: Demonstrates ability with MS Office and other business technologies and can properly support the administration of court policies, procedures, and initiatives in a unionized employee environment.

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: Effectively works toward common goals of the organization by supporting, encouraging and sharing information with colleagues. Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

Associates Degree and 2 years of work experience; or an equivalent combination of a High School diploma or G.E.D. and work experience; Bachelor's degree preferred

Knowledge of:
• Modern office equipment and technology, including computers and applicable software
• Court policies and procedures
• Case management principles
• Basic cashiering methods

Skill in:
• Communication, including the ability to interact effectively with judges, attorneys, litigants, and court personnel
• Organization and time management, including the ability to prioritize and handle multiple tasks within time periods prescribed by court rules and office policy
• Attention to detail and proofreading
• Customer service
• Data entry

Ability to:
• Analyze and docket a high volume of data accurately while adhering to rigorous deadlines.
• Establish effective working relationships with others
• 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 the court’s procedures and functions, manual and electronic

Embark on an exciting legal career as an Appeals Administrator I with the prestigious Massachusetts Appeals Court. In this pivotal role, you'll ensure efficient case processing by meticulously docketing appeals, reviewing submissions, and maintaining accurate records. Your exceptional attention to detail and organizational skills will be invaluable in identifying next steps, coding confidentiality, and ensuring adherence to court rules. Experience the dynamic legal environment while providing top-notch customer service to litigants, attorneys, and court personnel. Join our team and be part of upholding justice in the Commonwealth. Apply now for this rewarding entry-level opportunity in Boston.