Administrative Coordinator – Department of Court Records and Transcripts

Title: Administrative Coordinator – Department of Court Records and Transcripts

Pay Grade: Grade 15-16

Starting Pay: $70,282.16

Departmental Mission Statement:

The Department of Court Records and Transcripts includes the Trial Court’s Records Management Centers, and the Office of Transcription Services (OTS), ensuring all laws, court rules, regulations, and standards for access to court services are met, including but not limited to the Supreme Judicial Court’s Rules 1:11 on the disposal of court papers and records and 1:07 fee generating appointments for trial transcriptions production, as well as the Trial Court’s Uniform Transcript Format (UTF) of 2008.

The Department is responsible for the management and storage of all court records; and overseeing the transcription of electronically recorded courtroom audio and preparing trial transcripts for all cases, serving court users with dignity and speed. The Department is one of six departments that comprise the Office of Access, Diversity, and Fairness (OADF): (1) Alternative and Online Dispute Resolution, (2) Court Records and Transcripts, (3) Court Services and Law Libraries, (4) Justice Initiatives and Court User Experience, (5) Office of Diversity, Equity, and Inclusion, (6) Office of Language Access.

ORGANIZATIONAL PROFILE:

The Trial Court Department of Court Records and Transcripts:

https://www.mass.gov/orgs/trial-court-department-of-court-records-and-transcripts

Notes:

• Some hybrid work is available;
• Trial Court familiarity is preferred;
• Occasional travel may be required based on business needs;
• This position has been 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 Department of Court Records and Transcripts, this Administrative Coordinator role designated to the Office of Transcription Services (OTS) participates in all activities related to the development, implementation and subsequent operation of programs and systems that primarily support the Office of Transcription Services (OTS) Manager. Administrative Coordinators are responsible for planning and coordinating all implementation activities, training court personnel, monitoring the progress of implementation, and recognizing and resolving problems at an early stage. The position title above the entry level performs higher level coordinator type functions and requires greater knowledge of policies and procedures and greater independent judgment. Employees are hired at the entry level position title and are eligible for reclassification to the higher-level position title consistent with the specifications for the higher-level position title. The position title reverts to the entry level when there is a vacancy.

ORGANIZATIONAL LEVELS:

Administrative Coordinator I – This is the entry level position within this series. Employees are expected to coordinate all the activities of programs, to assist in the development of new programs, and to train for the next higher level.

Administrative Coordinator II – This is the second level position title within this series. Employees at this second level are expected to perform quality control functions and to take a lead role in the development of new programs.

Supervision Received: Work is performed under the general direction of the Office of Transcription Services (OTS) Manager and is evaluated for professional soundness and conformity to policy.

Duties:

Administrative Coordinator I Duties:

Coordinates the administrative activities of programs or initiatives that the Office of Transcription Services (OTS) is responsible for including:

Distribution of digital audio recordings and related transcription services information to the Approved Court Transcribers on the Trial Court’s List assigned to provide transcription services;

Receives and processes, and audits monthly reports on transcription services;

Coordinates scheduling and logistics for training events related to transcription services in collaboration with subject matter experts;

Develops operating policies, procedures, and forms;

Provides continuing technical advice and support to court personnel;

Analyzes statistics, develops and updates databases on transcription services and contact information, to assist in administration of programs, upgrades in operating software, and prepares reports on program activities;

Assists in planning and implementation of activities of new programs and initiatives.

Performs related duties as required.

Administrative Coordinator II Duties:

Plays a lead role in the development of new programs;

Evaluates readiness of court personnel and provides on-site training to such personnel;

Monitors progress of implementation activities against the implementation plan to ensure that implementation is timely completed;

Identifies and recommends improvements to supervisor;

Performs all the duties of the lower-level position title; and

Performs related duties as required.

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

Administrative Coordinator I:

Associate’s degree from an accredited college or university in business or public administration or related field, and 4 years of work experience in operations or administration; or an equivalent combination of education and experience;

Knowledge of administrative functions, procedures, and operations;

Knowledge of data processing concepts and functions;

Ability to develop and provide training to court personnel;

Ability to analyze problems and to develop feasible solutions.

Knowledge of and ability to use personal computers and related software, including Microsoft Office;

Strong interpersonal skills and the ability to work professionally with court officials, judges, attorneys, and the public, and to maintain effective working relationships;

Ability to analyze administrative problems and to develop feasible solutions;

Ability to communicate clearly and effectively in oral and written form;

Ability to handle sensitive matters on a confidential basis;

Ability to work independently and to establish work priorities;

Reputation for ethical and moral behavior;

Self-motivation and a commitment to continuing professional development;

Administrative Coordinator II Additional Requirements:

A minimum of three years of experience as an Administrative Coordinator I;

Considerable knowledge of court functions, procedures and operations;

Demonstrated ability to lead projects;

Demonstrated ability to evaluate and identify more complex problems and to propose feasible solutions;

Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment.