Case Administrator I - Roxbury BMC

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

Job summary

Massachusetts Trial Court in Boston seeks an entry-level Case Administrator - Roxbury BMC to perform data entry, records management, cashiering, and customer service for court proceedings using electronic filing/case management systems.

The role emphasizes maintaining dockets, handling court documents, processing notices, and supporting judges and attorneys; it is a union position with an entry-level pay scale and potential within-band increases per the CBA/MOA.

Qualifications

• MS Office and case management knowledge.
• Basic cashiering knowledge.
• Familiarity with office technology and records handling.

Responsibilities

• Maintains dockets and records along with legal documents/files pertaining to cases.
• Enters complaints, petitions, summonses, warrants, daily lists, orders of commitment, and updates to case information.
• Answers incoming phone calls, routes callers to appropriate personnel, and provides routine information.
• Provides technical assistance to litigants, counsel, and the public concerning case procedures.
• Performs general case intake duties and prepares docket entries.

Skills

Data entry

Organization

Customer service

Attention to detail

Time management

Education

High School diploma or GED

1 year of related work experience

Tools

MS Office

Case management

Basic cashiering

Job description

Official Title: Case Administrator - Roxbury BMC

Pay Grade: Grade 7S

Salary Range: 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: Given our unique responsibility to advance the fair administration of justice, the Boston Municipal Court Department is devoted to the rule of law through the conscientious and expeditious resolution of disputes, with a commitment to restoring the human spirit through correction, education, respect and compassion by committed and dedicated professionals utilizing best practices in a manner that inspires public trust and confidence.

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

• 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.