Lead Case Administrator I - Chicopee District Court

Official Title: Lead Case Administrator I - Chicopee District Court

Pay Grade: Grade 13S

Salary Range: 13S Entry Level Pay $58,772.74 to Pay Range Maximum $86,622.38

Starting Pay: $58,772.74

Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.

Departmental Mission Statement: As a gateway to justice in the Commonwealth of Massachusetts, the District Court is dedicated to the administration of justice in a fair, impartial, and timely manner in accordance with the rule of law. In fulfilling this role, the District Court shall provide the communities it serves with an environment that is safe, accessible, and respectful to all. The District Court shall conduct its business with integrity, competence, and a commitment to excellence in order to promote public trust and confidence in the judicial system.

Organizational Profile:

https://www.mass.gov/orgs/district-court

Position Summary: Applies advanced knowledge of court operations to perform the full range of complex case processing duties, beyond the Case Administrator classification. Serves as a lead resource to other office employees and assists in training, frequently in a specific subject area/subject area(s). Provides regular clerical assistance for court sessions. Provides administrative support. Assisting less experienced staff on processes, procedures, court systems, and technologies. Case processing may be done using an electronic filing and/or case management system.

Supervision Received: Works under the direction of a Department Head or designee.

Essential Functions and Responsibilities:

• Performs advanced case processing functions, including reviewing court documents, papers, and filings for accuracy and completeness, and determining processing required. Identifies inaccuracies and or discrepancies and takes action to resolve such within established guidelines.
• Provides customer service to attorneys, litigants, law enforcement personnel, other state agencies, and the public, including responding to unusual or complicated requests for information. May provide customer service in person, telephonically, or virtually.
• May perform cashiering duties, including receiving money, determining case type, making entries in the cash register or other system, validating case papers to reflect payments, and issuing receipts.
• Assists in the training of new employees and in the ongoing training of other employees on processes, procedures, court systems, and technologies.
• Performs various administrative tasks, including maintaining case files, coordinating with judges for endorsements, organizing and disseminating information, docketing and resulting cases, and assisting with scheduling motions and other proceedings.
• Aids in court sessions, including arranging for required papers, documents, and exhibits, marking dockets and case papers, pulling cases and preparing court lists, maintaining contact with attorneys and other individuals concerning courtroom activities, and processing files after court.
• Assists in maintenance of statistical data and may prepare reports or documents concerning cases processing activities.
• Receives, date stamps, sorts, screens for confidentiality, and distributes incoming mail. Processes outgoing mail.
• Serves as a resource to other employees in the office, including answering questions and preparing summons, warrants, and a daily list.
• Processes complicated cases involving multiple offices, agencies, parties, and legal issues.
• May serve as back-up to an Assistant Supervisor for Case Administration.
• May perform the duties of the Case Administrator, as necessary.
• Performs other duties as required.

Job Competencies: 

Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Applied Knowledge: Demonstrates knowledge of the court procedures, manual and automated, related to the processing of all types of cases and the ability to process those cases from beginning to end.
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: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

Education and Experience:
• High School diploma or G.E.D. equivalency
• Four (4) years of related work experience, preferably in case management.
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
• Modern office equipment and technology, including computers and applicable software, not limited to Tyler E-File, MassCourts, For the Record, and videoconferencing programs.
• Comprehensive understanding of departmental and court policies and procedures related to case administration.
• Procedures and automation related to the processing of cases.
• Case management principles.
• Basic cashiering methods.
• Court’s automated case processing system.
• Trial Court fiscal policies.

Skill in:
• Organization and time management
• Customer service
• Troubleshooting
• Leadership
• Attention to detail

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.
• Identify problems with court documents, papers, and filings and take appropriate. action within established guidelines.
• Problem solve.
• Provide specialized or technical information.
• Help during court sessions.
• Work with interruption, frequently in a fast-paced environment.
• Train other court staff.

Supervisory Responsibility: This position serves as a lead worker.

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: Light Work - Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.