• Court Transcript Coordinator

    Location US-MA-Boston
    Court
    Office of Court Management
    Posting Date
    7/12/2018
    Closing Date
    07/26/2018 11:59 PM EST
    Starting
    USD $55,740.91/Yr.
    ID
    2018-3831
  • 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.

    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;
    • 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.

    DEPARTMENTAL MISSION STATEMENT

    The Support Services Department is responsible for a wide range of distinct topic areas that provide support to the administration of justice in the Trial Court. These services include the Judicial Response System, the operation of Court Service Centers, Trial Court Law Libraries, a Record Management operation, the Office of Court Interpreters, the Office of Transcription Services.  

     

    ORGANIZATIONAL PROFILE:

    https://www.mass.gov/orgs/trial-court-support-services-department

    POSITION SUMMARY

    Working within the Office of Transcription Services (OTS) of the Trial Court, the Court Transcript Coordinator is responsible for oversight of approved court transcribers processing transcript orders of court proceedings from digital audio recording systems, and monitoring the quality and timeliness of transcripts to ensure a true and accurate record is produced. The Court Transcript Coordinator is responsible for the general production of all transcripts by approved court transcribers and its compliance with the Trial Court Uniform Transcript Format, and the distribution of these completed transcripts to the requesting parties. The Transcript Coordinator will work in compliance with the Transcript Protocols established by the Trial Court in processing orders submitted by court users and utilize the technological resources offered by the digital audio recording vendor.

     

    The position title above the entry level performs higher level supervisory duties and requires greater knowledge of policies and procedures, and greater independent judgement. Employees are hired 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 a vacancy.

     

    SUPERVISION RECEIVED:

     

    Receives minimal supervision from the Senior Manager for Support Services or her/his designee in performing duties in accordance with established procedures.

     

    ORGANIZATIONAL LEVELS:

     

     

    Court Transcript Coordinator I - This is the entry level position title within this series. Employees at this level are expected to perform the various Court Transcription Coordinator I duties as described below and to train for the next higher level.

     

    Court Transcript Coordinator II - This is the second level position title within this series. Employees at this level are expected to perform the higher Court Transcription Coordinator II duties as described below, which require more knowledge of Trial Court policies and procedures and to exercise more independent judgment.

     

    MAJOR DUTIES

    Court Transcript Coordinator I Duties:

     

    Assigns transcript orders to approved court transcribers on the Trial Court's List, and monitors the entire production process of the completed transcript.

     

    Creates and maintains an automated, detailed, log of all transcript orders received by the Office of Transcription Services (OTS) from requesting parties, and maintains monthly statistics, ensuring that all required data that is noted and logged.

     

    Reviews all transcripts from approved court transcribers to ensure formatting style is in compliance with the guidelines outlined in the Trial Court Uniform Transcript Format.

     

    Maintains transcript order forms and completed transcripts in a filing system and creates an inventory of all supplies, forms and other items used in transcript orders.

     

    Reviews and verifies accuracy of invoices and prepares payment vouchers and other fiscal documents required to pay vendors for goods and services.

     

    Monitors payment and encumbrance transactions on the Massachusetts Management and Accounting Reporting System (MMARS). Tracks fiscal transactions and responds to inquiries on the status of accounts.

     

    Analyzes and maintains statistical data on transcription orders and prepares reports, memoranda, and other court related documents.

     

    Provides direct support to approved court transcribers.


    Provides administrative support as required, including answering incoming phone calls, transferring calls to appropriate personnel, taking messages, copying, filing, distributing mail, etc.

     

    Performs related duties as required.


    Court Transcript Coordinator II Duties:

     

    Oversees approved court transcribers and support staff.


    Establishes appropriate quality control procedures for transcripts, and assigns quality control tasks to the appropriate support staff.

     

    Identifies operational problems and makes recommendations to correct or solve those problems, which may include recommending changes to existing policies, procedures and forms, or developing new ones.

     

    Performs fiscal planning, including providing financial projections and participating in the decision-making on how resources will be expended.

     

    Serves as a liaison with all Departmental Court Administrative Offices, to address their transcription needs and determines the prioritization of respective transcript orders.

     

    Performs all duties of the lower level as required.

     

    Performs related duties as required.

    POSITION REQUIREMENTS

    These are the minimum requirements necessary to apply for the position of Court Transcript Coordinator I:

     

    A Bachelor’s degree from an accredited educational institution recognized by the U.S. Department of Education or the Council for Higher Education Accreditation is required. A major in public administration, business, or criminal justice is preferred; and

    (3) Three years of work experience in accounting or administration;

    Equivalent combinations of education and experience will also be considered to meet the minimum requirements.

     

    Knowledge of basic English grammar, spelling, and punctuation.

     

    Knowledge of and proficiency in the use of personal computers and related software including Microsoft Windows and WordPerfect for Windows. Ability to use spreadsheets, including Microsoft Office, Excel, or Access preferred.


    Knowledge of the Trial Court, court process and legal terminology, and the needs of transcription services in the different courts.

     

    Ability to perform administrative duties related to a statewide, Court Transcription Service.

     

    Ability to understand the complexities and requirements of digital recording/transcript orders that are processed in order to more effectively utilizing court recording monitor and approved court transcriber resources.


    Ability to organize and clearly present written material, as demonstrated by the preparation of court forms, transcription records, statistical reports, etc.

     

    Strong interpersonal skills and the ability to work professionally with persons at all levels, including judges, court officials, court employees, and the general public to maintain effective working relationships.

     

    Ability to communicate clearly and effectively in oral and written form.

     

    Ability to work independently and follow oral and written instructions.

     

    Ability to handle multiple assignments with minimal supervision.

     

    Ability to travel to courts throughout the Commonwealth.


    Requirements to reclassify to the position of Court Transcript Coordinator II:

     

    A minimum of three years of experience as a Court Transcript Coordinator I.


    Considerable knowledge of the Trial Court and the policies and procedures related to digital recording/transcription orders.

     

    Demonstrated ability to carefully review transcriptions for errors and formatting style.

    Demonstrated ability to identify problems and to recommend feasible solutions.

     

    Demonstrated ability to perform duties with minimal supervision and to exercise independent judgment.

     

    OTHER

    PLEASE NOTE:

    Employment is contingent upon passage of a criminal record check.

    If you are not currently viewing this posting online, please visit the Judicial Court Jobs website at www.mass.gov/courts to apply for this position or any other Trial Court employment opportunity.

    No applications or resumes will be accepted by hand, mail, fax, or email delivery.

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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