Internal Case Processing Lead (#216) INTERNAL ONLY

Judicial Department; Lewiston (ME); On-site; USD 33,000 - 45,000; Full time

Benefits offered by this job

Paid holidays

Vacation leave

Health insurance

Pension plan

Job summary

The State of Maine Judicial Branch is seeking an Internal Case Processing Lead for the Service Center/Violations Bureau in Lewiston. You will collaborate with leadership to identify, design and implement best practices in high-volume, sensitive civil and financial transactions.

Responsibilities include developing training materials, teaching staff how to use EJ, and ensuring accurate case processing. Partial remote work may follow training, with health benefits and pension options offered.

Qualifications

• Graduation from high school or GED; college coursework may substitute for work experience.
• Experience in a service center or clerk’s office preferred.
• Ability to learn court procedures and apply policies accurately.
• Strong written and oral communication; proficient with MS Office.

Responsibilities

• Promote and teach best practices for EJ and related systems.
• Collaborate with leadership to design and implement improved workflows.
• Develop training materials and procedures for staff.
• Manage payments to municipalities for VB participation and track records.
• Support court scheduling, docketing, and case processing activities.

Skills

Customer service

Organization

Communication

Multitasking

Education

High school diploma or GED

Tools

MEJIS

EJ case management

Microsoft Excel

Office 365 Apps

Job description

If you are a current Judicial, Legislative, or Executive Branch employee of the State of Maine, please apply through "Find Jobs" using your existing PRISM account. INTERNAL CASE PROCESSING LEAD STATE OF MAINE JUDICIAL BRANCH LOCATION: Androscoggin County/Service Center Lewiston This position is for internal Judicial Branch candidates only General Summary: This is highly responsible administrative work collaborating with leadership, supervisors and staff to identify, design and implement case processing best practices in the Service Center/Violations Bureau. The Service Center/Violations Bureau is a multi-faceted operation that answers a high volume of inbound phone calls and performs the duties of a court with the ability to meet demanding deadlines daily. Extensive contact with the public requires the incumbent to deftly utilize advanced customer service skills to address sensitive and complex court inquiries, and escalated concerns. This role carries significant financial and reputational responsibility due to the high volume of sensitive and financial transactions, and communications overseen. Office responsibilities require extensive use of various databases and computer systems, as well as knowledge of court and office procedures. The incumbent will serve as a subject matter expert and will help teach staff how to effectively use the Enterprise Justice (EJ) case management system. Additionally, this role will participate in the development of written procedures and guides to facilitate the implementation of best practices. This position reports to the Service Center Operations Supervisor. The incumbent takes direction from service center leadership regarding the role to take when interacting with internal and external business partners, but typically the role is to support leadership in the efforts to improve business workflow and resolve problems. This position also may take direction from associate clerks when engaged in processing violations bureau (VB) cases. Potential for partial remote work following initial training/orientation period.

Salary Range: Grade 11, $24.12 - $32.65 per hour.

What We Offer: At the Maine Judicial Branch, we value our employees, which is why we offer great benefits. In addition to competitive pay, we provide:

• Work-life balance: 13 paid holidays, 2+ weeks of vacation leave, and 12 paid sick days every year.
• Paid Parental Leave: 4 weeks
• Gym membership and childcare reimbursement programs
• Public Service Student Loan Forgiveness Program
• Health insurance coverage (85%-100% employer-paid for employee-only plan)
• Health insurance premium credit (5% decrease in employee premiums)
• Dental insurance (100% employer-paid for employee-only plan)
• Health and dependent care flexible spending accounts
• Defined Benefit Pension plan contributions
• Voluntary deferred compensation (retirement savings 457 Plan)
• Up to $1000 Tuition Reimbursement each year
• Employer-paid life insurance (1x annual salary)
• Additional wellness benefits

Essential Job Functions

• Promote and teach best practices to service center staff for using the EJ case management system, and other software and services relevant to traffic infraction cases.
• Collaborate with leadership, supervisors and staff to identify, design and implement case processing best practices and other policies in the Service Center/Violations Bureau.
• Develop internal training materials and procedures to implement best practices.
• Use advanced Microsoft 365 skills to draft, share, and collaborate on large documents with detailed formatting.
• Manage and process payments to municipalities for participation in VB trials.
• Identify and analyze case processing system issues and inefficiencies and, in coordination with service center supervisors, drive efforts with IT and other business partners to make corrections and improvements.
• Serve as an internal Maine eCourts subject matter expert on day-to‑day issues.
• Participate system upgrade projects and future development initiatives.
• Communicates and interacts effectively over the telephone, in person and in writing with the public, judges/justices, attorneys, litigants and various state, local, county and federal agencies.
• Uses the court case management systems (MEJIS and EJ), Service Center and/or Violations Bureau knowledge bank, Judicial Branch website, intranet, and other sources of information to fully respond to public inquiries.
• Maintains confidentiality related to cases and parties.
• Conducts records research in the court case management systems.
• Handles, processes and reconciles, a high volume of fines, fees, costs, and other funds paid; and maintains books, ledgers, and accounts, as necessary.
• Handles court scheduling, including hearings, motions and other correspondence.
• Dockets, processes, and files matters with the Violations Bureau.
• Handles and prepares abstracts, suspensions, and restorations for the Secretary of State.
• Works collaboratively with court staff to clarify information and provide information to callers.
• Incorporates appropriate voice skills and customer service techniques in all communications to promote positive interactions.
• Efficiently answers incoming phone calls for the trial courts, Violations Bureau, Administrative Office of the Courts, and the Service Center, while performing all other required duties.
• Recognizes and documents trends in calls, stays current on changing forms and court procedures, and helps maintain an accurate and complete Knowledge Bank.
• Identifies local court practice consistencies and inconsistencies, which impact availability of accurate and timely information for callers.
• Uses a wide range of enterprise-wide computer applications, including those designed for document sharing such as Teams, docketing, file management, OneDrive, etc.
• Serves as courtroom clerk and performs duties as required by the judge, including technical support, managing court recording equipment, Zoom trials, and all other types of remote courtroom proceedings assigned to the Violations Bureau.
• Manages virtual waiting room, courtroom and breakout rooms for proceedings held over Zoom or other virtual format.
• Operates various equipment used in the courtroom including: For the Record (FTR) digital software, analog electronic recording systems, courtroom sound systems, assisted listening devices, video monitors, DVD and VHS player/recorder units, interactive video conference systems; MAC and PC systems; and other courtroom related technology.
• Maintains a log of OIT Help Desk tickets, tracking statuses and creating new tickets and following up on existing tickets as needed.
• Travels to other courts or judicial branch worksites when required.

Minimum Education/Skills/Experience/Training Required to be considered for Employment

• Graduation from high school or GED.
• Two years’ experience in the Service Center or in a Clerk’s Office.
• College coursework may be substituted for the work experience on a year-for-year basis.
• Experience with training or teaching preferred.

Skills/Experience/Training Required to Adequately Perform Job Duties

• Ability to handle and process large volumes of work accurately and efficiently.
• Strong organizational and communication skills, both oral and written.
• Skill and proficiency in the use of various computer applications, including, but not limited to: Microsoft Excel and other database and spreadsheet software, Microsoft Word and other word processing applications, email, FileMaker Pro, Microsoft PowerPoint, Internet applications including Office 365 Apps; and the ability to quickly gain proficiency with evolving applications and replacement applications.
• Accurately keyboard or type not less than 45 words per minute.
• Ability to understand and follow oral and written instructions.
• Ability to learn and understand court procedures, legal documents, laws, and legal factors pertaining to the court system.
• Ability to learn detailed computer applications.
• Ability to effectively motivate and coach employees.
• Ability to effectively interact with the public, supervisors, other court staff, judges/justices, attorneys, and others in a variety of situations and circumstances; and to teach and train employees to do the same.
• Ability to understand and follow judicial, administrative and clerical policies, procedures and instruction manuals.
• Ability to assist supervisors in the planning and implementation of procedures and policies.
• Ability to recognize, "troubleshoot", and solve problems as they arise.
• Ability to complete work with accurate attention to detail.
• Ability to multi-task.
• Knowledge of generally accepted account practices and ability to learn and follow the Financial Procedures Manual.
• Ability to maintain confidentiality of sensitive Judicial Branch information.
• Proficiency in the use and care of office equipment, computers, calculators, copy machines, postage machines, and fax machines, and the ability to learn to use other equipment, cash drawers, credit card readers, and video conferencing.
• Ability to work both independently and as part of a team.
• Ability to effectively manage time in a busy court and office environment.
• Ability to remain calm under stressful situations.

The State of Maine Judicial Branch welcomes talented and motivated team members to join us in serving the communities of Maine. Judicial Branch employees serve the public within the State of Maine court system. Our mission is to administer justice by providing a safe, accessible, efficient, and impartial system of dispute resolution that serves the public interest, protects individual rights, and instills respect for the law. When you join the Judicial Branch team, you will gain valuable experience within a progressive branch of government. The Judicial Branch allows employees to work in a professional and innovative culture defined by ethics. We offer a variety of career paths that encourage you to thrive in an inclusive environment. Whether you're just beginning your career or advancing to the next level, the State of Maine Judicial Branch has an opportunity for you!

It is the policy of the Judicial Branch to comply with applicable law to provide equal employment and advancement opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, age, physical or mental disability, genetic information, ancestry or national origin, military service, whistleblower activity, previous assertion of a claim or a right under the Maine Workers' Compensation Act, marital status or any other category protected under applicable law unless a bona fide occupational qualification exists. This includes the maintenance of a working environment free from discrimination, including sexual harassment, for all employees. The Judicial Branch is committed to maintaining a positive work environment insuring that employees are treated with dignity, respect, and courtesy.

All applicants are subject to a comprehensive background check, including reference checks, educational verification, license/certification verification, and criminal history check. The State of Maine Judicial Branch is an Equal Employment Opportunity/Affirmative Action Employer.