Appellate Assignments Administrator

Title: Appellate Assignments Administrator

Pay Grade: Grade 17 

Starting Pay: $82,164.94 (Step 1) - $110, 089.20 (Step 8), O.P.E.I.U., Local 6 Salary Schedule (effective January 2025)

Departmental Mission Statement: The Appeals Court is committed to:
• Doing justice under the law;
• Fair and impartial administration of justice;
• Protection of constitutional and statutory rights and liberties;
• Rendering thoughtful, well-reasoned appellate decisions in a timely and efficient manner;
• Equal access to justice for all in a safe and dignified environment with policies and practices that strengthen and support diversity, equity, and inclusion; and
• Prompt and courteous service to the public by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

Notes:  Preference given to candidates that apply within the first 14 days.

This is a union position and is covered by a collective bargaining agreement with O.P.E.I.U. Local 6.

Position Summary: This is the senior-level position. The Appellate Assignments Administrator administers the Appeals Court's inventory of appeals and ensures the timely processing of appeals to the Justices. The Appellate Assignments Administrator primarily schedules, communicates, and initiates the Appeals Court's monthly panel sessions, which can include oral argument or assignment without oral argument, of appeals to the Justices, parties, and attorneys, as well as hearings of the single justice session. The Appellate Assignments Administrator maintains the Court’s online presence related to hearings, and regularly assists the Justices and Clerk on various matters to ensure the timely and efficient movement of appeals through the Court.

Essential Functions and Responsibilities
• Performs all of the duties of the appeals administrator series including but not limited to:
     o process court filings and documents, including orders and decisions, and coding in the electronic case management, filing and                  document management systems;
     o maintain appellate dockets and records; and
     o provides customer service by assisting the public, litigants, attorneys, and court personnel in person, electronically, and by phone,            consistent with court confidentiality policies.
• Develops and maintains the monthly and annual hearing and assignments calendars for the justices.
• Uses the court’s electronic case management system to create the monthly calendars of justices and assignments of individual appeals to panels of justices. Updates the schedule to reflect any changes.
• Assigns appeals to panels of justices based on parameters provided by the Chief Justice and Clerk. Assist in the scheduling or conduct of single justice hearings.
• Coordinates assignments of the court personnel administering the workflow of scheduling appeals for hearing, including personnel coverage at hearings.
• Communicates final scheduling assignments to judges and court staff.
• Facilitates the justices’ review and resolution of motions concerning hearings and materials needed for hearings.
• Serves as the lead administrator of the court’s audio, videoconference, and livestream systems for court hearings.
• Participates in the development and implementation of training programs.
• Trains law clerks, staff, justices, attorneys, and self-represented litigants to use the court’s audio, videoconference, and livestream platforms.
• Attends court hearings to provide procedural and technical assistance as needed.
• Hosts, records, and/or livestreams oral argument hearings.
• Administers the scheduling of complicated sessions involving multiple participants, locations, and platforms (i.e., in-person, remote, or hybrid hearings) or unusual circumstances.
• Receives notices of remand from the Supreme Judicial Court and routes the notices to proper judges for resolution.
• Compiles and maintains the court’s caseload, filings, and hearings statistics to ensure accurate and relevant court performance assessments.
• Prepares reports to court administrators and court committees.
• Maintains internal records of hearings and assignments.
• Administers the court's online resources.
• Serves as a resource to other employees in the office, including answering questions.
• Assists the Clerk and Business Processes Manager in the development and implementation of new business processes related to inventory, scheduling, and assignment of appeals.
• Leads or assists with special projects as assigned.
• Performs other duties as required.

Supervision Received:

Works under the direction of the Clerk or their designee.

Supervisory Responsibilities:
This position serves as a lead worker, leading and training Appeals Administrators and Lead Appeals Administrators as it relates to the administration of the Appeals Court’s inventory and timely processing of appeals, as described above.

Working Conditions: 

Work is performed in an office or similar indoor environment. The Appeals Court’s physical offices and courtrooms are in Boston at the John Adams Courthouse. In addition, the court regularly conducts hearings in diverse locations across the Commonwealth. Personnel will be required to attend off-site hearings. The Appeals Court has a remote work policy under which employees may be allowed to work remotely for part of their weekly schedule.

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.

Communications: Excellent oral and written communication skills, including the ability to establish and maintain effective working relationships with court personnel, attorneys, and self-represented litigants.

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

Applied Knowledge: Demonstrates knowledge of the court procedures, manual and automated, related to the processing of all types of appeals and the ability to process those appeals from beginning to end.

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

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:

Education and Experience
• Associates Degree and 8 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 and Skills and Abilities
Knowledge of:
• Modern office equipment and technology, including computers and applicable software, videoconference and livestream platforms
• Court policies, rules, and procedures
• Procedures and policies governing court oral arguments and hearings
• Procedures and automation related to the processing of cases
• Case-management principles
• Electronic appeals or case management, filing, document, livestream, and audio recording systems
Skill in:
• Organization and time management
• Leadership
• Customer service
• Troubleshooting
Ability to:
• 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
• Monitor appeals-processing activities in order to maintain quality control standards
• Identify problems with court processes and recommend improvements
• Make decisions in accordance with the law, court rules and policies

Special Notes:
• 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.
• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.
• The position includes a generous State benefit package including a defined benefit pension plan, subject to vesting. Information about the Court's benefit page is available at https://www.mass.gov/guides/trial-court-employee-benefits

• Employment is contingent upon passage of a criminal record check for all new hires.

• Paper, faxed, or emailed applications are not accepted for any Appeals Court position.

The Massachusetts Appeals Court is an Affirmative Action/Equal Opportunity employer and provides equal opportunity in state employment to all persons. No person shall be denied equal access because of race, creed, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, pregnancy, military or veteran status, physical/mental disability; or genetic information.

The Appeals Court seeks out, welcomes, and encourages applicants of diverse backgrounds, experiences, and viewpoints.