Probation Case Specialist - Greenfield District Court - Massachusetts Trial Court

This series is responsible for performing a variety of duties related to the processing of cases, including entering of data in automated systems, within a Probation Office.

Title: Probation Case Specialist Series (Gr 7-10) – Greenfield District Court

Pay Grade: Grade 7

Starting Pay: $44,865.27

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.

Position Summary: SUMMARY OF SERIES:  

This series is responsible for performing a variety of duties related to the processing of cases, including entering of data in automated systems, within a Probation Office.  In addition to case processing duties, this series is also responsible for providing service to the public and other individuals who have business with the court consistent with policies on confidentiality. The position titles above the entry level require the performance of increasingly more responsible and varied work which requires more knowledge of court procedures and Probation operations and the exercise of more independent judgment. Employees are hired at the entry level position title and are eligible for reclassification to the higher level position titles within this series consistent with the specifications for the higher level position titles. The position titles revert to the entry level when there are vacancies.  

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.  

Probation Case Specialist I - This is the entry level position title within this series.  Employees at this level are expected to perform a variety of duties which teach them the business of the office or a major work unit within an office.   

Probation Case Specialist II - This is the second level position title within this series.  Employees at this second level are expected to perform more complex case processing functions within a major work unit of an office and to be able to perform those functions within the other major work units as required.  They are also expected to perform administrative support functions.   

Probation Case Specialist III - This is the third level position title within this series.  Employees at this third level are expected to perform advanced case processing functions within a major work unit of an office with limited supervision, to be able to perform those functions within the other major work units, and to be able to provide occasional assistance in a court session as required.    

Probation Case Specialist IV - This is the fourth level within this series.  Employees at this fourth level are expected to function as a resource person within a major work unit of an office, to be able to perform the full range of case processing responsibilities in all work units as required, to assist in the training of employees, and to be able to provide regular assistance in any court session as required.  May also serve as a back-up to a Probation Case Coordinator.

Duties: Probation Case Specialist I Duties:

Provides customer service to attorneys, litigants, law enforcement personnel, and the general public.

This includes assisting individuals in filling out forms and applications, and responding to routine requests for information concerning cases, scheduling and court procedures. May use specialized communication skills in performing these duties;

• Receives training and assists experienced users on MassCourts, a comprehensive, integrated case management system which features electronic filing of complaints, extensive docketing, scheduling, and management reporting; or on another case processing system;
• Retrieves criminal records, enters initial data, and updates records and orders in various automated systems;
• Requests information from other agencies, departments, and or courts;
• Answers incoming phone calls, routes callers to appropriate personnel, takes messages, and provides routine information in response to inquiries;
• Prepares lists and other standard documents, and sends out notices to parties and attorneys; Verifies daily list with the Clerk-Magistrate's office;
• Copies, files, retrieves, and sorts court papers, documents, and folders according to established procedures.
• Pulls folders for court sessions; Receives, date stamps, sorts, and distributes incoming mail. Processes outgoing mail;
• Performs 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;
• Maintains statistical data concerning case processing activities; and Performs related duties as required.

Probation Case Specialist II Additional Duties:
• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public.
• This includes providing information of a more specialized and or detailed nature. May use specialized communication skills in performing these duties.
• Performs more complex case processing functions, including reviewing court documents, papers, reports, and filings for accuracy and completeness and determining processing required prior to entering them in the permanent record, identifying inaccuracies and or discrepancies and taking action to resolve inaccuracies and discrepancies within established guidelines, or referring unusual problems to a supervisor.
• Performs more extensive administrative support work Probation Officers, including typing case folders, violation hearing notices, pre-sentence investigations, probation transfers, letters, reports, and other non-standard documents using word processing software as required. Also collects supporting documentation as necessary.
• Performs routine administrative duties such as preparing internal requisitions, payment vouchers, encumbrance documents, and CAPS forms as required.
• Serves as a “floating case specialist” who is able to fill-in for employees within other work units as required.
• Performs all of the duties of the lower level within this series as required.

Probation Case Specialist III Additional Duties:
• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public.
• This includes responding to unusual or complicated requests for information. May use specialized communication skills in performing these duties.
• Performs advanced case processing and data entry functions requiring independent judgment concerning the types of actions to be taken and making determinations as to when it is appropriate to take such actions, including working on complicated merges involving multiple records and the need to collect information from multiple outside agencies.
• Compares data in various automated systems in order to determine status and to ensure accuracy of information. Resolves discrepancies as needed.
• Reviews approved motions for release of criminal records for completeness, produces such records or identifies issues for further review by a supervisor.
• Maintains a data base on individuals referred to community service and other court programs and provides periodic reports;
• Assists in the training of new employees and in the ongoing training of other employees. Serves as a “floating case specialist” who is able to perform the full-range of case processing duties within an office during absences as required;
• Assists in special projects as assigned by a supervisor; May provide occasional assistance to courtroom personnel; Performs all of the duties of the lower levels within this series as required;

Probation Case Specialist IV Additional Duties:
• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public.
• Capable of handling the most unusual and complicated inquiries within established guidelines.
• May use specialized communication skills in performing these duties.
• Serves as a resource for the handling of particular functions, including answering questions and assisting in resolving problems.
• Compiles statistical information on probation activities and prepares periodic reports.
• Prepares a variety of notices, documents and correspondence requiring a detailed knowledge of applicable terminology, rules, and procedures.
• Assists in researching open cases to determine their status and to determine further action to be taken.
• Performs administrative support responsibilities for a supervisor, including composing correspondence for supervisor's review and signature, typing memoranda, reports, and other documents, maintaining an appointment calendar and arranging meetings, and maintaining files;
• Identifies persons who are behind in payments, research payment histories, determines further actions to be taken, and maintains appropriate files.
• Provides assistance to staff in the use of word processing and other software applications;
• May provide regular assistance and coordination to personnel assigned to the courtroom;
• May serve as a back-up to a higher level series;
• Performs all of the duties of the lower levels within this series as required.

Minimum Requirements: These are the minimum requirements necessary to apply for a position of Probation Case Specialist.

Probation Case Specialist I Requirements:
• Graduation from high school or its equivalent.
• Some general clerical or customer service experience.
• Ability and experience using personal computers, including word processing software such as MS Word.
• Experience with spreadsheet software such as MS Excel is preferred.
• General knowledge of modern office practices and procedures.
• Ability to serve the public and others with business with the court in a courteous and professional manner.
• Ability to learn the procedures and functions, manual and automated, of the office to which assigned.
• Ability to understand and follow verbal and written instructions.
• Ability to perform routine data entry at an acceptable rate of speed.
• Ability to establish and maintain effective working relationships with court staff.
• Ability to communicate effectively with others.

Probation Case Specialist II Additional Requirements:
• A minimum of two of years of experience as a Probation Case Specialist I.
• Working knowledge and ability to effectively use MassCourts or other court used automated case management system.
• Working knowledge and training in all of the procedures, manual and automated, related to the cases processed within the Probation Office.
• Working knowledge of word processing software used by the court and the demonstrated ability to use that software to prepare documents.
• Demonstrated ability to serve the public and others with business with the court in a courteous and professional manner.
• Demonstrated ability to provide specialized or technical case processing information.
• Ability to identify problems with court documents, papers and filings and to take appropriate action.

Probation Case Specialist III Additional Requirements:
• A minimum of two years of experience as a Probation Case Specialist II.
• Considerable working knowledge of case processing using MassCourts or other court used automated case management system.
• Considerable knowledge and training in all of the procedures, manual and automated, related to all of the cases processed by the Probation Office.
• Working knowledge of the fiscal policies of the Trial Court and ability to prepare fiscal reports.
• Demonstrated ability to serve the public and others with business with the court in a courteous and professional manner.
• Demonstrated ability to respond to unusual or complicated requests for information.
• Demonstrated ability to process complicated cases from beginning to end. Demonstrated ability to work without close supervision.

Probation Case Specialist IV Additional Requirements:
• A minimum of two years of experience as a Probation Case Specialist III.
• Considerable working knowledge of all probation related case processing using MassCourts or other court used automated case management system.
• Considerable knowledge of all courtroom policies and procedures and demonstrated ability to provide assistance during any court session.
• Considerable knowledge of word processing software used by the court and the demonstrated ability to use that software to perform complex functions such as merge letters, macros, templates, etc. Familiarity with spreadsheets.
• Demonstrated ability to serve the public and others with business with the court in a courteous and professional manner.
• Demonstrated ability to respond to difficult and sensitive requests for information.
• Demonstrated ability to function as a resource person.
• Demonstrated ability to prepare statistical and written reports.
• Demonstrated ability to train employees.
• Demonstrated ability to conduct research on case files and systems and to prepare reports.