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Court Transcription Coord

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 Transcription Coord

  • 495401
  • Boston, Massachusetts, United States
  • Exec Off & Office of Court Mgt
  • Administrative
  • Full-time
  • Closing at: Nov 28 2022 at 23:55 EST

Title: Court Transcription Coord

Pay Grade: Grade 15

Starting Pay:  $ 63,087.21

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: Working within the Office of Transcription Services (OTS) of the Trial Court, the Court Transcript Coordinator is responsible for oversight of approved court transcribers processing transcript orders of court proceedings from digital audio recording systems, and monitoring the quality and timeliness of transcripts to ensure a true and accurate record is produced. The Court Transcript Coordinator is 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 Transcript Coordinator will work 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.

Supervision Received: Receives minimal supervision from the Senior Manager for Support Services or her/his designee in performing duties in accordance with established procedures.

Duties: Court Transcript Coordinator I Duties:

Assigns transcript orders to approved court transcribers on the Trial Court's List, and monitors the entire production process of the completed transcript.
Creates and maintains an automated, detailed, log of all transcript orders received by the Office of Transcription Services (OTS) from requesting parties, and maintains monthly statistics, ensuring that all required data that is noted and logged.
Reviews all transcripts from approved court transcribers to ensure formatting style is in compliance with the guidelines outlined in the Trial Court Uniform Transcript Format.
Maintains transcript order forms and completed transcripts in a filing system and creates an inventory of all supplies, forms and other items used in transcript orders.
Reviews and verifies accuracy of invoices and prepares payment vouchers and other fiscal documents required to pay vendors for goods and services.
Monitors payment and encumbrance transactions on the Massachusetts Management and Accounting Reporting System (MMARS). Tracks fiscal transactions and responds to inquiries on the status of accounts.
Analyzes and maintains statistical data on transcription orders and prepares reports, memoranda, and other court related documents.
Provides direct support to approved court transcribers.
Provides administrative support as required, including answering incoming phone calls, transferring calls to appropriate personnel, taking messages, copying, filing, distributing mail, etc.
Performs related duties as required.
Court Transcript Coordinator II Duties:

Oversees approved court transcribers and support staff.
Establishes appropriate quality control procedures for transcripts, and assigns quality control tasks to the appropriate support staff.
Identifies operational problems and makes recommendations to correct or solve those problems, which may include recommending changes to existing policies, procedures and forms, or developing new ones.
Performs fiscal planning, including providing financial projections and participating in the decision-making on how resources will be expended.
Serves as a liaison with all Departmental Court Administrative Offices, to address their transcription needs and determines the prioritization of respective transcript orders.
Performs all duties of the lower level as required.
Performs related duties as required.

Job Competencies: 

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Court Transcript Coordinator 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 is required. A major in public administration, business, or criminal justice is preferred; and (3) Three years of work experience in accounting or administration; Equivalent combinations of education and experience will also be considered to meet the minimum requirements.
  • Knowledge of basic English grammar, spelling, and punctuation.
  • Knowledge of and proficiency in the use of personal computers and related software including Microsoft Windows and WordPerfect for Windows. Ability to use spreadsheets, including Microsoft Office, Excel, or Access preferred.
  • Knowledge of the Trial Court, court process and legal terminology, and the needs of transcription services in the different courts.
  • Ability to perform administrative duties related to a statewide, Court Transcription Service.
  • Ability to understand the complexities and requirements of digital recording/transcript orders that are processed in order to more effectively utilizing court recording monitor and approved court transcriber resources.
  • Ability to organize and clearly present written material, as demonstrated by the preparation of court forms, transcription records, statistical reports, etc.
  • Strong interpersonal skills and the ability to work professionally with persons at all levels, including judges, court officials, court employees, and the general public to maintain effective working relationships.
  • Ability to communicate clearly and effectively in oral and written form.
  • Ability to work independently and follow oral and written instructions.
  • Ability to handle multiple assignments with minimal supervision.
  • Ability to travel to courts throughout the Commonwealth.

Requirements to reclassify to the position of Court Transcript Coordinator II:

  • A minimum of three years of experience as a Court Transcript Coordinator I.
  • Considerable knowledge of the Trial Court and the policies and procedures related to digital recording/transcription orders.
  • Demonstrated ability to carefully review transcriptions for errors and formatting style.
  • Demonstrated ability to identify problems and to recommend feasible solutions.
  • Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment.

 

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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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