Assistant CARI Coordinator - Office of the Commissioner of Probation

Title: Assistant CARI Coordinator - Office of the Commissioner of Probation

Pay Grade: Grade 13

Starting Pay: $ 60,819.46

Departmental Mission Statement: The Massachusetts Probation Service’s mission is to increase community safety, reduce recidivism, contribute to the fair and equitable administration of justice, support victims and survivors, and assist individuals and families in achieving long term positive change.

ORGANIZATIONAL PROFILE:
https://www.mass.gov/orgs/massachusetts-probation-service

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.  
• This full-time position is based at the Probation Service Central Office, located at One Ashburton Place in Boston, Massachusetts.

Position Summary: Working within Massachusetts Probation Service, the Assistant CARI (Court Activity Record Information Services) Coordinator is responsible for a number of operational and technical duties within the Massachusetts Probation Services Records Unit. The Records Unit consists of two sub-units, the Central Integrity Management Group (CIMG) and the Sealing Division.
The Assistant CARI Coordinator is responsible for;
• Providing technical support to Probation employees located in criminal courts statewide, using a variety of information technology systems;
• The Assistant CARI Coordinator assists members of the public regarding inquiries related to their CARI record;
• The Assistant CARI Coordinator, under the supervision of the CARI Coordinator, assists in maintaining quality control of CARI in data entry, creation of identities, mergers of identities, and problem-solving.
• The Assistant CARI Coordinator may, under the supervision of the Administrative Coordinator, be responsible for the preparing and sealing of records in accordance with G.L. c. 276, §100A-C.
SUPERVISION RECEIVED: Reports to the CARI Coordinator and/or Administrative Coordinator for general direction in performing duties in accordance with established guidelines.
ORGANIZATIONAL LEVELS:
Assistant CARI Coordinator I ;
• This is the entry level position within this series;
• Employees are expected to perform the full range of entry level duties and to train for the next level.
Assistant CARI Coordinator II ;
• This is the second level position within this title series;
• Employees are expected to perform more complex work which requires more knowledge of procedures and the exercise of more independent judgment.

Duties: Assistant CARI Coordinator I Duties:
• Provides technical assistance to Probation staff state wide using the CARI and Mass Courts databases, Domestic Violence Registry, and other Probation related IT systems as needed;
• Assists Probation staff in the field by making corrections to the CARI record and with the creation of new identities within CARI;
• Retrieves non-automated CARI data from microfilm to be entered into the CARI database;
• Participates in troubleshooting and communicating temporary “work-arounds” on the CARI database to maintain the daily data entry in the courts until the problem can be resolved;
• Responds to inquiries from Probation staff, clerks, attorneys and members of the public on Probation Records and Sealing related issues;
• Assists with maintaining records of CIMG and Sealing work for tracking and statistical purposes;
• Assists in the preparation of sealing records pursuant to G.L. c. 276, § 100A-C;
• Performs related duties as required
Assistant CARI Coordinator II Duties:
• Assists Probation staff in Trial Court divisions with the merger of identities within CARI;
• Assists with identifying patterns and trends with system issues as experienced by Probation courthouse staff, then reports those patterns and makes recommendations for solutions to the CARI Coordinator and/or to the Administrative Coordinator;
• Assists with periodic CARI User training for Probation staff both in the field and within the Probation Central Office; Seals records in accordance with G.L. c. 276, § 100A-C, at the direction of the Administrative Coordinator, and creates the accompanying correspondence that goes out to the Petitioner and the Court notifying them of the Sealing;
• Performs related duties as required;
• Performs all the duties of the lower level position;

Job Competencies: All applicants must be able, through the interview process, prove proficiency in the following competencies;
• Ethics and Values Communicates and demonstrates the ethics and values of Probation Service and the Trial Court;
• Mission and Vision Understands, upholds, and communicates the stated organizational mission and vision;
• Applied Knowledge ability to analyze issues and information relating to databases and reports, including reports containing sub-reports and parameters;
• Collaboration Demonstrates flexibility and openness to modifications and adaptations suitable to the situation;
• Receptive to diverse ideas while respecting other's opinions and roles;
• Continuous Learning Understands the need for professional development and is willing to adapt and advance professionally

Minimum Requirements: These are the minimum requirements necessary to apply for the position of Assistant CARI Coordinator:
Assistant CARI Coordinator I Requirements:
• High School Diploma or equivalent and (4) four years of customer service experience and/or data management experience handling service inquiries; or an equivalent combination of education and experience;
• Proficient with personal computers, including Microsoft Office;
• Good problem solving skills and ability to apply these skills to speedy resolution of issues in a calm manner;
• Excellent communication skills including experience supporting people at various levels within an organization in the use of databases;
• Attention to detail and an ability to follow direction in order to adhere to policies ensuring the quality control of CARI;
• Ability to travel to courthouse and other locations throughout the Commonwealth;
• Ability to be a team player and to have a supportive, informed, dependable response to inquiries;
• Ability to multi-task;
• Ability to accept supervision and direction from the CARI Coordinator, the Administrative Coordinator and/or the Director of Probation Records, in a professional manner;
• Some knowledge of the policies and procedures of the Trial Court and Probation is desirable
Assistant CARI Coordinator II Requirement;
• Proficiency using CARI, Mass Courts and/or DCJIS and other IT databases acquired through (3) three or more years of professional experience as an Assistant CARI Coordinator I;
• Comprehensive knowledge or Probation office procedures;
• Comprehensive knowledge of codes for the various systems the Records Unit supports, (CARI, Mass Courts);
• Experience preparing for and conducting trainings and developing training materials as needed;
• Comprehensive knowledge of the Sealing process governed by G.L. c. 276, § 100A-C such that the Assistant CARI Coordinator II will be able to Seal records at the direction of the Administrative Coordinator