Case Administrator I - Barnstable Probate & Family Court

Massachusetts Trial Court; Barnstable (MA); On-site; USD 49,000 - 66,000; Full time

Job summary

Massachusetts Trial Court is seeking an entry-level Case Administrator I for Barnstable Probate & Family Court. You will handle case processing from intake through disposition, input and update case data, and provide customer service to the public, attorneys, and agencies.

The role includes cashiering duties, document management, and coordinating with judges on endorsements and scheduling. The position emphasizes data entry, accuracy, confidentiality, and the use of electronic filing systems.

Qualifications

• High School diploma or GED required; one year of related work experience preferred.
• Proficiency with MS Office; familiarity with case management workflows and data entry.
• Strong organizational and customer service skills are essential for daily court operations.

Responsibilities

• Perform entry–level case processing from intake to final disposition in the case management system.
• Enter complaints, petitions, summonses, warrants, and daily lists; update case information.
• Answer phone inquiries, provide routine information, and route calls to appropriate staff.
• Perform cashiering duties and process payments where required.
• Maintain case files and coordinate with judges and attorneys as needed.
• Assist with scheduling motions and disseminating information to stakeholders.

Skills

Data entry

Customer service

Attention to detail

Time management

Education

High School diploma or GED

Tools

MS Office

Case management

Job description

Official Title: Case Administrator I - Barnstable Probate & Family Court

Pay Grade: Grade 7S

Salary Range: 7S Entry Level Pay $48,584.90 to Pay Range Maximum $65,931.32

Starting Pay: $48,584.90

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.

Departmental Mission Statement: 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 and assist and protect all individuals, families, and children in an impartial and respectful manner. Probate and Family Court Organization Profile

Position Summary: Performs entry-level case processing for the court from the entry of the case documents and exhibits into the system, the updating and input of information pertaining to court appearances, through the final disposition. Performs duties related to data entry, record requests, and record retention. Performs cashiering duties. Provides customer service to the public, law enforcement, other state agencies, and attorneys in person and over the phone. 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:

• Maintains dockets and records along with legal documents/files pertaining to cases.
• Enters complaints, petitions, summonses, warrants, daily lists, orders of commitment, other standard form documents, and updates to case information.
• Answers incoming phone calls, routes callers to appropriate personnel, takes messages, and provides routine information in response to inquiries.
• Provides technical assistance to litigants, counsel, and the public concerning case and court procedures, either in person or virtually.
• Performs general case intake duties, including receiving court papers and documents, determining general case category, and making docket entries.
• Performs various administrative tasks, including maintaining case files, coordinating with judges for endorsements, organizing and disseminating information, and assisting with scheduling motions.
• Copies, files, retrieves, and sorts court papers, documents, and folders according to established procedures.
• Compiles statistical data concerning cases, processing activities.
• Receives, date stamps, sorts, and distributes incoming mail. Processes outgoing mail.
• May provide assistance to a Sessions Clerk or an Assistant Clerk in a court session as required, including arranging for required papers, documents and exhibits, marking dockets and case papers, maintaining contact with attorneys and other individuals concerning courtroom activities, and processing files after court;
• Pulls daily lists and provides support to judicial lobby concerning cases;
• Sends out notices to various parties and attorneys;
• May perform 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.
• 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 ability with MS Office and other business technologies and can properly support the administration of departmental policies, procedures, and initiatives in a unionized employee environment.

Problem Solving:

Accurately assesses common operational problems 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
• One (1) year 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 , including MS Office products.
• Case management principles.
• Basic cashiering methods.

Skill in:

• Organization and time management.
• Customer service.
• Data entry.
• Attention to detail.

Ability to:

• Establish effective working relationships with others.
• Departmental and court policies and procedures.
• 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.
• Learn the procedures and functions, manual and automated, of the office to which assigned.

Supervisory Responsibility:

This position does not require supervision of 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.