Sessions Clerk - Middlesex Probate & Family Court

Official Title: Sessions Clerk - Middlesex Probate & Family Court

Pay Grade: Grade 16S

Salary Range: Entry Level Pay $68,037.06 to Pay Range Maximum $100,275.76

Starting Pay: $68,037.06

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.

Notes: This position will require coverage in Woburn and Lowell as needed.

This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Departmental Mission Statement:

The Probate and Family Court Department's mission is to deliver timely justice to the public by providing equal access to a fair, equitable and efficient forum to resolve family and probate legal matters and to assist and protect all individuals, families and children in an impartial and respectful manner.

The Probate and Family Court Department has jurisdiction over family-related matters, such as divorce, paternity, child support, custody, parenting time, adoption, termination of parental rights, and abuse prevention. In addition to equity jurisdiction, the Probate and Family Court also has jurisdiction over wills, estates, trusts, guardianships, conservatorships, and changes of name. 

Position Summary: Facilitates hearings and provides support to an assigned judge in a courtroom setting. Manages court sessions, calls lists, and manages technical issues in the courtroom, such as setting up virtual meeting calls, hybrid calls, and operating court recording software. Schedules assigned judge, attorneys, and appropriate parties. Prepares case lists and may pull files for next day’s session. Reviews documents for compliance with law and judicial approval and summarizes files and case history for a judge ahead of hearings. Reviews filings from attorneys and pro se litigants and informs on court procedure and compliance. Coordinates and assists attorneys, litigants, court users, and other agencies with court procedures. Administers oaths and bail warnings. Ensures that all court and case files and court decisions are appropriately documented and distributed. May review and distribute court recordings. 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:

• Prepares for and facilitates court hearings. Manages the court session for assigned judge. Receives, marks, and maintains all exhibits, pleadings, and other court documents offered at any court proceeding.
• Works with the Judge and parties, attorneys or pro se, other agencies, in scheduling all matters before the Court. Organizes and reviews all files chronologically. Reviews the electronic docket for compliance with the physical file ahead of hearing.
• Acts as an point of contact between attorneys, the public, other agencies, and the Court.
• Assists the public, litigants, and attorneys concerning court schedules or court functions, rules, or practices;
• Administers oaths and bail warnings;
• Accurately records all event results and dispositions in MassCourts and manages next events, including but not limited to mittimus, habeas corpus, summonses, publications, and warrants.
• Researches information requested by the Judge. Pull and prepare case lists and files for next day’s session. Reviews documents for compliance with law and judicial approval.
• Schedules appointments, enters data and requests, and refers and transfers cases.
• Acts as the interpreter liaison for the assigned court and requests interpreters through the OLA interface or Mass Commission for Deaf and Hard of Hearing;
• Manages and responds to telephone and email inquiries from the public, attorneys, and other agencies on current/future hearings, court procedures, and clarification on orders.
• Conferences with judge, AJCM, Clerk, Register, and Probation Staff on administrative issues, pleadings, maintenance of records and documents, including preparing and drafting orders and judgments.
• Performs independent administrative review of pleadings, as necessary.
• Ensures compliance with court orders regarding submission of documents after the hearing.
• Coordinates with the Security Department/Court Officers concerning security issues, detainees, restrain and harassment orders, and facilitates the restricting of access to the courtroom for confidential proceedings.
• Participates in training of other staff.
• May be required to travel to different courts.
• Distributes case files to the appropriate personnel for further processing.
• 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 all courtroom policies and procedures and demonstrated ability to help during any court session.

Problem Solving: Accurately assesses service and programmatic related problems in the Trial Court 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
• Five (5) years of related work experience
• 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.
• Departmental and court policies and procedures.
• MassCourts, videoconfering software, .
• Judge and Court schedules.
• State statutes, regulations, court rules, and civil/criminal procedure.
• Recording system (For the Record).
• Legal documents and terminology.

Skill in:
• Organization and time management.
• Attention to detail.
• Data entry.
• Maintaining interpersonal relationships.
• Conflict Resolution
• Multi-tasking

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.
• Maintain trial or hearing exhibits in an orderly manner.
• handle multiple issues simultaneously.
• perform work and communicate in a highly visible and public setting.
• Exercise sound judgment

Supervisory Responsibility: This position may serve as a supervisor to others.

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.