Records Assistant II

Title: Records Assistant II

Pay Grade: Grade 14

Starting Pay: $63,418.15

Departmental Mission Statement:

MISSION STATEMENT OF THE MASSACHUSETTS TRIAL COURT:

The Trial Court is committed to:

• the 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.

MISSION STATEMENT OF THE DEPARTMENT OF COURT RECORDS AND TRANSCRIPTS:

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:

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

Notes: The Records Assistant II receives direction from and reports to the Manager of Court Records or his/her designee.

This position has been designated a union title covered under OPEIU, Local 6.

Position Summary:

The Records Assistant II position is responsible for primarily supporting and regularly staffing the Trial Court’s Records Management Centers, performing specific administrative assistant and records management functions such as the processing, retrieval, and interfiling of court records, monitoring the internal collections management systems, and entering data into an automated records software system. Employees at this level are expected to perform higher level functioning duties as described below, and inclusive of the administration of records management, fulfilling records warehouse duties which require more knowledge of data retention analysis and word processing functions, and Trial Court policies and procedures, and the exercise of more independent judgment beyond the general operation and maintenance of the court records system. Additional duties include providing service to any individual who has business with the court, and the courts. Employees are in this role are primarily support and regularly staff the Trial Court’s Records Management Centers in East Brookfield and Worcester, perform records intake, processing, retrieval, and interfiling duties and a variety of duties which team them the business of the records center.

Supervision Received: The Records Assistant receives direction from and reports to the Director of Court Records or his/her designee

Duties:

Records Assistant II Duties: 

• Assists in digital record keeping procedures beyond simple scans and transmissions;
• Prepares complex and detailed documents requiring the use of macros and other special.
• command functions;
• Coordinates the performance of administrative duties to support special projects and initiatives undertaken by the office;
• Responds to more complicated inquiries related to policies and procedures;
• Develops and maintains databases and spreadsheets;
• Acts as liaison with other offices, departments and outside agencies;
• Recommends and implements more effective office procedures and routines; and
• Lifts 25- 30 lb. record cartons for transport;
• Travels throughout the Commonwealth and Massachusetts and to the Trial Court Record Centers in East Brookfield and Worcester;
• Makes use of Records Center equipment such as hand-trucks, pallet-jacks, and rolling warehouse ladders;
• Arranges meetings and screen calls as needed;
• Assists in the maintenance of time and reporting information and prepares fiscal documents;
• Assists the public and court division personnel with problems they may encounter with Trial Court policies and procedures;
• Coordinates the distribution of correspondence;
• Demonstrates ability to orderly manage records and inventory, as well as an understanding of scanning technology and the electronic transmission of files;
• Drafts routine correspondence;
• Maintains department records and orders supplies;
• Maintains records of department invoices;
• May provide administrative assistance to other Department Heads;
• Performs general intake, processing, retrieval and interfiling of court records, including data entry within the internal collections management systems;
• Prepares fiscal and statistical report;
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary);
• Provides clerical and procedural support as needed, including answering the telephone;
• Types a variety of standard documents from handwritten drafts and other materials; and
• Performs related duties as required.

Minimum Requirements:

These are the minimum requirements necessary to apply for the position of Records Assistant II Requirements:

• High School Degree and 5 years of experience in an office fulfilling records management and administrative functions, or an equivalent combination of education and experience;
• Considerable knowledge of and demonstrated ability to perform more complicated records functions and utilizing software tools;
• Considerable knowledge of office policies and procedures and demonstrated ability to apply those policies to inquiries;
• Demonstrated ability to successfully train a Records Assistant I on the duties of the position, and participates effectively in staff development and training opportunities;
• Demonstrated ability to carefully review court records for access to the courts, public, and requestors, retaining digital records, metrics, and lists for quality control;
• Demonstrated ability to identify operational problems with court records; processing requests, and recommending feasible solutions to correct or resolve those problems;
• Demonstrated ability to perform duties with minimal supervision and to exercise more independent judgment.
• Ability to handle sensitive matters on a confidential basis;
• Ability to operate standard office equipment, including photocopier machines, calculators, and fax machines;
• Ability to set up and maintain records filing and storage systems;
• Ability to type proficiently;
• Ability to work independently and follow oral and written instructions;
• Ability to work professionally with judges, court officials, court employees, and the public;
• Knowledge of basic English, grammar, spelling and punctuation;
• Knowledge of record centers, administrative and office procedures.