Case Coordinator Series - Suffolk Probate & Family Court - Massachusetts Trial Court

This series is responsible for performing the full range of case processing duties and for coordinating those activities within a sub-unit or functional area of an Office of a Clerk-Magistrate, a Register of Probate or an equivalent office. In add...

Title: Case Coordinator Series - Suffolk Probate & Family Court

Pay Grade: Grade 12

Starting Pay: $55,128.58

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 solve family and probate legal matters and to help and protect all individuals, families, and children impartially and respectfully.

PROBATE & FAMILY ORGANIZATIONAL PROFILE:

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 position may require coverage at the Suffolk Probate & Family Court located in Boston and in a satellite office located in Suffolk County. The satellite location is yet to be determined.

Position Summary: This series is responsible for performing the full range of case processing duties and for coordinating those activities within a sub-unit or functional area of an Office of a Clerk-Magistrate, a Register of Probate or an equivalent office. In addition, this series is responsible for providing service to the public and other individuals with business with the court consistent with policies on confidentiality.

The position title above the entry level requires the performance of increasingly more responsible and varied work which requires more knowledge of overall court and administrative operations. Employees are appointed at the entry level position title and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title. The position title reverts to the entry level when there is vacancy.

ORGANIZATIONAL LEVELS: This position is part of a series that includes a number of levels. Employees are appointed to the entry level and are eligible to advance to the higher levels consistent with this job description and Trial Court policies.

Case Coordinator I - This is the entry level position title within this series. Employees at this level are expected to coordinate a sub-unit or functional area within an office and the processing of cases within that sub-unit or functional area from beginning to end. Employees may also perform courtroom related responsibilities on these cases.

Coordinator II - This is the second level position title within this series. Employees at this second level are expected to be involved in quality control activities within the sub-unit or functional area and to be able to perform mid-level administrative responsibilities for the office in the areas of budget administration, payroll, and purchasing. May also serve as a back-up to a higher-level series

 

Duties: Case Coordinator I duties:
• Coordinates the case processing functions within a sub-unit or functional area of an office.
• Coordinate’s workflow, provides technical assistance, answers questions, and resolves problems within the sub-unit or functional area, and determines further actions to be taken.
• Identifies training needs of case processing staff and participates in the development and implementation of training programs within the sub-unit or functional area.
• Coordinates the scheduling and calendaring of cases and/or hearings, the preparing and sending of notices to parties, and exercises judgments on the rescheduling of matters within established guidelines.
• Performs assigned duties and assists less experienced users on MassCourts and/or other comprehensive, integrated case management systems which feature electronic filing of complaints, extensive docketing, scheduling, and management reporting.
• Ensures that cases are prepared and ready for court sessions or hearings and may attend court or hearings concerning such cases to provide technical assistance and to record dispositions.
• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public. Serves as a point of contact for information concerning cases processed within the sub-unit or functional area who is capable of responding to any inquiry within established guidelines. May use specialized communication skills in performing these duties.
• Trains staff in the use of automated systems and word processing software, introduces new versions or functions, trouble-shoot problems, and attends meetings.
• Coordinates the collection and reporting of statistics concerning cases processed; and
• Performs the duties of the lower level series as required.

Case Coordinator II Additional Duties:
• Regularly monitors the accuracy, completeness, and timeliness of case processing activities within the sub-unit or functional area.
• Evaluates and recommends ways to improve case processing activities within the sub-unit or functional area.
• Performs mid-level administrative duties such as preparing payment vouchers to pay for goods received, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents and reports.
• Provides assistance in the areas of payroll and workers' compensation, including keeping records, helping staff understand benefits and policies, and preparing forms.
• Provides assistance in the maintenance of time and personnel records for employees within the work unit or office, and in the preparation of personnel and payroll documents.
• Prepares a variety of reports using spreadsheets and similar software.
• May serve as the back-up to a higher level series; and
• Performs all of the duties of the lower level in this series as required.

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

Case Coordinator I Requirements:
• Graduation from high school or its equivalent and a minimum of four years of relevant court experience, or an equivalent combination of education and experience (especially supervisory experience).
• Considerable knowledge of court procedures, manual and automated, to permit the supervision of cases and staff.
• Considerable knowledge of procedures and policies governing court sessions.
• Considerable knowledge of experience using personal computers, including word processing software such as MS Word, and the ability to teach and train staff in their use and solve problems.
• Experience with spreadsheet software such as MS Excel is preferred.
• Ability to plan, assign and supervise the work of subordinate employees.
• Ability to identify and understand problems and to determine the appropriate measures to take to solve those problems.
• Considerable interpersonal skills, including the ability to establish and maintain effective working relationships with others.
• Ability to make work decisions in accordance with the law, regulations and department rules.
• Ability to serve the public and others with business with the court in a courteous and professional manner; and
• Ability to establish and maintain effective working relationships with court staff.

Case Coordinator II Additional Requirements:
• A minimum of two years of experience as a Case Coordinator I;
• Considerable knowledge of spreadsheet software such as MS Excel and data base management software.
• Working knowledge of Trial Court fiscal policies and procedures.
• Working knowledge of Trial Court personnel policies and procedures.
• Demonstrated ability to monitor case processing activities in order to maintain quality control standards.
• Demonstrated ability to identify problems and to recommend improvements to case processing activities.
• Demonstrated ability to prepare fiscal documents and reports, and personnel documents in accordance with Trial Court policies and procedures