• Case Coordinator - Massachusetts Appeals Court

    Location US-MA-Boston
    Court
    Appeals Court
    Posting Date
    1/10/2019
    Closing Date
    01/24/2019 11:59 PM EST
    Starting
    USD $46,858.22/Yr.
    Current Maximum
    USD $61,767.69/Yr.
    ID
    2019-4131
  • 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 Appeals Court is committed to doing justice under the law by rendering thoughtful, well-reasoned appellate decisions in a timely and efficient manner, treating all those who come before the court fairly and impartially.

    DEPARTMENTAL MISSION STATEMENT

    The Clerk's Office serves as the hub of the court's business and channels the flow of appeals to the court for resolution. As the administrative arm of the court, the Clerk's Office strives to promote and implement policies and procedures that support the court's mission to deliver justice in a fair, timely and efficient manner to individuals in each appeal. The Clerk's Office staff renders prompt and courteous service to the Appeals Court judges and staff, members of the Bar, the public, government agencies, and the Commonwealth's trial courts and the Supreme Judicial Court.

     

    ORGANIZATIONAL PROFILE:

    https://www.mass.gov/orgs/appeals-court

    POSITION SUMMARY

    An employee in this full-time position is responsible for performing the full range of case processing duties and for coordinating those activities within the docketing unit of the Clerk's Office. In addition, the position is responsible for providing service to the public and other individuals who conduct business with the court consistent with policies on confidentiality. This position is part of a series that includes a number of levels. Above the entry level, the position requires the performance of increasingly more responsibility and varied work commensurate with increasing knowledge of overall court and administrative operations and the ability to perform the work with less supervision. As the court moves toward electronic filing, case coordinators will be expected to learn how to process cases using the new technology associated with any electronic filing program adopted by the court.

     

    ORGANIZATIONAL LEVELS:

    Case Coordinator I: This is the entry level position title within the series. Employees at this level are expected to process cases from beginning to end within the docketing unit of the Clerk's Office.

     

    Case Coordinator II: This is the second level position title within the series. Employees at this level are expected to be involved in quality control activities within the docketing unit and be able to perform mid-level administrative responsibilities for the office in the areas of case processing, providing assistance to the public, and working effectively and cooperatively with court personnel, including judges. The person in this position might also serve as a back-up to colleagues in a higher level series, depending on the court's needs.

     

    Case Coordinator III: This is the third level position title within this series. Employees at this level are expected to coordinate the work of other clerical staff within the docketing unit, train and supervise lower level employees, and perform complex clerical duties requiring thorough knowledge of court procedures and policies.

    MAJOR DUTIES

    Case Coordinator I:

    • Performs case processing functions within the docketing unit of the Clerk's Office.
    • Makes entries on the docket of cases, petitions, motions, and other documents.
    • Processes court documents including orders, opinions, actions, and reports.
    • Processes and reviews electronic filings and notices. Verifies accuracy of electronic mail addresses stored in docketing system.
    • Scans, saves, and retrieves court documents in electronic imaging system.
    • Reviews, saves, and distributes electronic documents electronically filed from counsel, litigants, and the courts.
    • Provides routine assistance and information over the telephone and at the front counter to the public, attorneys, agencies, and other courts. Directs callers or visitors to the appropriate person or department as needed.
    • Prepares mailings and assists as needed operating postage machine.
    • Files, retrieves, scans, and photocopies papers and court documents for court personnel, attorneys, and others.
    • Retrieves and moves case folders from different locations.
    • Operates a variety of copying, scanning, and mailing equipment.
    • Performs other related tasks in support of the office as required and as directed by supervisors.


    Case Coordinator II:

    • Performs all of the duties of the lower level in this series as required.
    • Regularly monitors the accuracy, completeness, and timeliness of case processing activities within the sub-unit or functional area.
    • Performs mid-level administrative duties such as preparing a variety of reports using spreadsheets and similar software.
    • Coordinates the scheduling and calendaring of cases and/or hearings, the preparation and issuance of notices to parties, and exercises judgment on accuracy of matters within established guidelines.
    • Processes standing order dismissals, direct appellate review and further appellate review orders.
    • Maintains court statistics and prepares reports.
    • May serve as the back-up to a higher level series.


    Case Coordinator III:

    • Performs all of the duties of the lower levels in this series as required.
    • Evaluates and recommends ways to improve case processing activities within the sub-unit or functional area.
    • Identifies development and training needs of case processing staff and participates in the development and implementation of training programs within the sub-unit or functional area.
    • Trains staff in the use of automated systems and word processing software, introduces new versions or functions, troubleshoots problems, and attends meetings.
    • Supervises employees in lower level positions in this series, as needed.
    • Edits data tables in docket software.

    POSITION REQUIREMENTS

    • High school diploma or its equivalent.
    • One year experience in an office environment performing a variety of clerical and support services, preferably in a court environment preparing assemblies of appeals.
    • General familiarity with the use of office technology, including but not limited to use of desktop computers, printers, copiers, fax machines, microfiche readers, and electronic scanning equipment.

    ADDITONAL POSITION REQUIREMENTS:

    • Working knowledge of electronic mail systems, preferably Microsoft Outlook and the preparation of electronic documents in portable document format (PDF), using Adobe or similar software.
    • Experience in data entry, preferably with a web browser based case management system.
    • Working knowledge of word processing software, preferably Microsoft Word, and experience with document management systems, preferably LiveLink.
    • Excellent keyboarding skills.
    • Ability to communicate effectively with the general public and with attorneys in providing routine assistance and information.
    • Ability to perform duties in accordance with relevant law, regulations, and internal operating procedures.
    • Ability to independently identify, analyze, and solve problems.
    • Ability to understand the relationship of appellate and trial court procedures and policies.
    • Considerable interpersonal skills, including the ability to establish and maintain effective, courteous, and professional working relationships with colleagues in the Clerk's Office and the Appeals Court, other court personnel, and the public.
    • Must be punctual and reliable.
    • Ability to work in a fast paced environment with limited supervision.
    • Ability to adapt to changing work environment and assignments, including learning new technology and workflow processes.

    Case Coordinator II:

    • A minimum of two years experience as a Case Coordinator I or comparable experience.
    • Considerable knowledge of the Massachusetts Court system, specifically relating to the Massachusetts Rules of Appellate Procedure.
    • Considerable knowledge of spreadsheet and database management software.
    • Considerable experience and ability to serve the public and others with business with the court in a courteous and professional manner.
    • Demonstrated ability to monitor case processing activities in order to maintain quality control standards.
    • Demonstrated ability to take initiative to propose refinements and improvements to paper and electronic workflow processes.


    Case Coordinator III:

    • A minimum of three years of experience as a Case Coordinator II or comparable experience.
    • Thorough knowledge of court procedures.

    OTHER

    If you are not currently viewing this posting online, please visit the Trial Court website at www.mass.gov/courts/jobs to apply for this Appeals Court position.  Applications are submitted electronically.  Paper applications will not be accepted.  Employment is contingent upon passage of a criminal record check.

     

    Because of the anticipated volume of applications, the Appeals Court will contact only those individuals who are selected for an interview.

     

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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