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Court Transcript Coordinator Supervisor

Boston, Massachusetts, United States

TRIAL COURT MISSION 

The Trial Court is committed to: 

  • Fair and impartial administration of justice;
  • Protection of constitutional and statutory rights and liberties;
  • Equal access to justice for all in a safe and dignified environment with policies and practices that strengthen and support diversity, equity, and inclusion;
  • Efficient, effective, and accountable resolution of disputes;
  • Prompt and courteous service to the public by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

The Massachusetts Trial 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. If you need a reasonable accommodation, or have any questions or concerns about being afforded fair and equal treatment, please contact the HR Benefits Team at reasonableaccommodation@jud.state.ma.us.

Court Transcript Coordinator Supervisor

  • 495404
  • Boston, Massachusetts, United States
  • Exec Off & Office of Court Mgt
  • Administrative
  • Full-time
  • Closing at: Dec 4 2022 at 23:55 EST

Title: Court Transcript Coordinator Supervisor

Pay Grade: Grade 17

Starting Pay: $ 73,753.54

Departmental Mission Statement: The Massachusetts Trial Court Language Access and Court Records Department is responsible for overseeing court programs and services related to spoken language access to interpreters and translators for the limited English proficient (LEP), low literacy court users, and American Sign Language (ASL) or Communication Access Real-Time Translation (CART) for the Deaf and Hard of Hearing (DHH) individuals with court matters. The office also provides access to administrative records and trial transcripts of digitally recorded court proceedings for the bench, the bar, the public, and pro se, self-represented litigants (SRL).

https://www.mass.gov/orgs/language-access-court-records-department

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 supervising the work of the Court Transcript Coordinators within the Court Language Access and Court Records Department of the Office of Court Management. The Court Transcript Coordinator Supervisor series involves assigning work and reviewing the processing of transcript orders of court proceedings from digital audio recording systems, monitoring the quality and timeliness of transcripts to ensure a true and accurate record is produced, training and appraising personnel, and other supervisory duties. In addition, this series is responsible for supervising coordinators that are responsible for the general production of all transcripts by approved court transcribers and its compliance with the Trial Court Uniform Transcript Format, and the distribution of these completed transcripts to the requesting parties. The supervisor will oversee all of the work from this department ensuring that it is in compliance with the Transcript Protocols established by the Trial Court in processing orders submitted by court users and utilize the technological resources offered by the digital audio recording vendor, as directed by the Manager of Court Transcription Services, consistent with policies and procedures and confidentiality. This supervision includes oversight and assisting with the production of transcripts for various court divisions and departments, assisting in the approval of court transcribers for official court services, and performing administrative duties under the direction of the Manager.

ORGANIZATIONAL LEVELS: The position title above the entry level requires the performance of increasingly more responsible, complex, and varied work which requires more knowledge of overall court and administrative operations, relative to court transcripts. 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 a vacancy.

Court Transcript Coordinator Supervisor I - This is the entry level position title within this series. Employees at this level are expected to supervise the work of the Court Transcript Coordinators within the Court Language Access and Court Records  Department of the Office of Court Management, and perform the full range of court transcripts production duties.

Court Transcript Coordinator Supervisor II -This is the second level position title within this series. Employees at this level are expected to perform more advanced supervisory duties and to be involved in quality control activities within the entire office and department.

Duties: Court Transcript Coordinator Supervisor I Duties:

  • Supervises the work of the Court Transcript Coordinators within the Court Language Access and Court Records Department of the Office of Court Management;
  • Supervises all assignments and production activities of court transcription services based upon requests submitted through the Office of Transcription Services (OTS) and For The Record (FTR), and monitors the entire production process of the completed transcript;
  • Ensures that all required data relevant to the case (case name, docket number, proceeding type, date to be transcribed, requestor name, transcriber name, and management reporting) is accurate, noted, and logged in the database;
  • Reviews the completeness and accuracy of such transcripts, and the maintenance of all case files;
  • Provides supervision and direction to the Court Transcript Coordinators and subordinate staff and coordinates work flow within the office and department, including the distribution of work, disseminating information, assigning coordinators and staff to cover for absences;
  • Provides technical assistance, answering questions, and resolving problems within the office and department supervised;
  • Performs assigned duties and assists requestors, court personnel, and less experienced court users on the transcript ordering process based upon requests submitted through OTS and FTR;
  • Provides support on other comprehensive, integrated production software systems which feature electronic assignments of transcribers to court transcripts, inclusive of maintaining case data relative to the case name, docket, charge, proceeding type, date to be transcribed, requestor name, transcriber name, and management reporting;
  • Supervises the processing of transcript payments and encumbrance transactions on the Massachusetts Management and Accounting Reporting System (MMARS), by tracking fiscal transactions and responding to inquiries on the status of payments;
  • Reviews and verifies the accuracy of invoices and payment vouchers and other fiscal documents required to pay vendors for goods and services;
  • Supervises the development and implementation of training programs within the office;
  • Serves as a liaison between the coordinating team and other court offices and outside agencies for the distribution and collection of transcript production information and to resolve operational issues;
  • Provides customer service to the courts, attorneys, requestors, transcribers, and the general public;
  • Serves as a point of contact for information concerning transcript production, and 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 scheduling systems, word processing, and production software, introduces new versions or functions, trouble shoots problems, and attends meetings;
  • Performs administrative work, preparing reports, memoranda, and other court related documents for a supervisor; Supervises the collection and reporting of statistics concerning transcripts produced; and
  • Performs the duties of a lower level series as required.

Court Transcript Coordinator Supervisor II Additional Duties:

  • Performs advanced supervisory duties, including reviewing work performance, motivating coordinators and subordinates to work more effectively, identifying problems with performance and solutions to those problems, determining training needs to improve
    performance, initiating informal measures to correct misconduct or making recommendations for formal discipline;
  • Develops and implements new procedures and responds to changes in statutes and administrative policies;
  • Regularly monitors the accuracy, completeness, and timeliness of transcript production activities within the office and department supervised;
  • Evaluates and recommends ways to improve transcript production activities within the office and department supervised;
  • Participates in the hiring and promoting of coordinators and support staff within the office and department supervised, including serving on a panel to interview applicants and making recommendations to superiors;
  • Prepares and/or processes personnel actions such as promotions, appointments, transfers, leaves of absences;
  • Supervises the maintenance of personnel records and time sheets for staff supervised;
  • Coordinates time off requests to ensure adequate coverage; and
  • Performs the duties of the lower level within this series as required.

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Court Transcript Coordinator Supervisor I:

  • A Bachelor’s degree from an accredited educational institution recognized by the U.S. Department of Education or the Council for Higher Education Accreditation and (5) years of work experience as a Court Transcript Coordinator and/or experience in a Clerk Magistrate’s or Register’s Office; or an equivalent combination of education and experience;
  • Prior experience working in accounting and/or administration is preferred;
  • Knowledge of English grammar, spelling, and punctuation;
  • Considerable knowledge of experience using personal computers, including word processing software such as MS Word, spreadsheet software such as MS Excel, data base management and a production software systems, with the ability to teach and train staff in their use and solve problems;
  • Knowledge of the Trial Court, court process and legal terminology, and the needs of transcription services in the different courts;
  • Thorough knowledge of state statutes, court procedures and policies, legal documents and terminology, laws, and functions of the court, related to a statewide, Court Transcription Service;
  • Ability to perform administrative duties related to a statewide, Court Transcription Service;
  • Thorough knowledge of the rules, practices, and procedures pertaining to the office and department supervised;
  • Excellent organizational and strong interpersonal skills to work professionally and maintain effective working relationships;
  • Demonstrated ability to plan, assign, and supervise the work of coordinators and subordinate employees engaged in a variety of transcript production and court activities;
  • Demonstrated 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 maintain a variety of complex records and to prepare reports from such records; Ability to express ideas concisely and clearly, orally and in writing;
  • Considerable experience and demonstrated ability to serve the courts, attorneys, requestors, transcribers, and the general public with business before the court in a courteous and professional manner; and
  • Ability to perform the full range of transcript duties and to travel to courts throughout the judicial system.
  • Court Transcript Coordinator Supervisor II Additional Requirements:

A minimum of four years of experience as a Court Transcript Coordinator Supervisor I;

  • Considerable knowledge of Trial Court personnel policies and procedures and the demonstrated ability to make decisions and take actions consistent with those policies;
  • Considerable knowledge of the needs for transcription services in different court divisions and departments; Considerable knowledge of effective supervisory and management techniques and demonstrated ability to utilize those techniques;
  • Demonstrated ability to anticipate and resolve production problems and conflicts;
  • Demonstrated ability to understand the complexities and requirements of cases to be transcribed in order to more effectively utilize transcription resources;
  • Demonstrated ability to organize, direct and perform higher level supervisory duties in a manner conducive to full performance and high morale;
  • Demonstrated ability to monitor transcript production and case processing activities in order to maintain quality control standards;
  • Demonstrated ability to identify problems and to recommend improvements to transcript production and case processing activities;
  • Considerable knowledge of Trial Court fiscal policies and procedures; Considerable knowledge of Trial Court personnel policies and procedures;
  • Demonstrated ability to monitor transcript production and case processing activities in order to maintain quality control standards; and
  • Demonstrated ability to prepare fiscal documents and reports, and personnel documents relative to a statewide, Court Transcription Service, in accordance with Trial Court policies and procedures.

 

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Employment with the Trial Court is contingent upon passage of a criminal record check.

The selected candidate(s) must report their COVID-19 vaccination and booster status, or an attestation that they are unvaccinated, in the Trial Court's online tool upon beginning employment.

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