Case Specialist - Hampden Probate & Family Court
Company: MASS
Location: Hampden
Posted on: January 26, 2023
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Job Description:
ALL APPLICANTS MUST APPLY DIRECTLY THROUGH THE TRIAL COURT
EMPLOYMENT PAGE LINKED BELOW.
https://trialcourtjobs.mass.gov/jobs/case-specialist-hampden-probate-family-court-springfield-massachusetts-united-states
IF YOU APPLY THROUGH THE APPLY ONLINE LINK ABOVE ON THIS MASS
CAREERS PAGE YOU WILL NOT BE CONSIDERED FOR THIS POSITION. PLEASE
USE THE FOLLOWING LINK TO APPLY (CUT AND PASTE INTO YOUR BROWSER IF
THE EMBEDDED LINK DOES NOT WORK):
https://trialcourtjobs.mass.gov/jobs/case-specialist-hampden-probate-family-court-springfield-massachusetts-united-states
You have successfully applied to the position when you receive an
email from the Massachusetts Trial Court . If you only receive an
email from MassCareers, you HAVE NOT successfully applied. Please
call 617-742-8575 with any questions. Departmental Mission
Statement: The Probate and Family Court Department's mission is to
deliver timely justice to the public by providing equal access to a
fair, equitable, and efficient forum to solve family and probate
legal matters and to help and protect all individuals, families,
and children impartially and respectfully. PROBATE & FAMILY
ORGANIZATIONAL PROFILE: 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. Position Summary: This series
is responsible for performing a variety of duties related to the
processing of cases, including entering data in automated systems,
within an office of a Clerk-Magistrate, a Register of Probate, or
an equivalent office. ---In addition to case processing duties,
this series is responsible for providing service to the public and
other individuals who have business with the court, consistent with
policies on confidentiality. ---The position titles above the entry
level require the performance of increasingly more responsible and
varied work which requires more knowledge of court procedures and
operations and the exercise of more independent judgment. Employees
are hired at the entry level position title and are eligible for
reclassification to the higher-level position titles within this
series consistent with the specifications for the higher-level
position titles. The position titles revert to the entry level when
there are vacancies. ORGANIZATIONAL LEVELS: This position is part
of a series that includes a number of levels. Employees are
appointed to the entry level and are eligible to advance to the
higher levels consistent with this job description and Trial Court
policies. ---Case Specialist I - This is the entry level position
title within this series. Employees at this level are expected to
perform a variety of duties which teach them the business of the
office or a major work unit within an office. ---Case Specialist II
- This is the second level position title within this series.
Employees at this second level are expected to perform more complex
case processing functions within a major work unit of an office and
to be able to perform those functions within the other major work
units as required. They are also expected to perform administrative
support functions. ---Case Specialist III - This is the third level
position title within this series. Employees at this third level
are expected to perform advanced case processing functions within a
major work unit of an office with limited supervision, to be able
to perform those functions within the other major work units, and
to be able to provide occasional assistance in a court session as
required. ---Case Specialist IV - This is the fourth level within
this series. Employees at this fourth level are expected to
function as a resource person within a major work unit of an
office, to be able to perform the full range of case processing
responsibilities in all work units as required, to assist in the
training of employees, and to be able to provide regular assistance
in any court session as required. May also serve as a back-up to a
Case Coordinator. Duties: This position is part of a series that
includes a number of levels. Employees are appointed to the entry
level and are eligible to advance to the higher levels consistent
with this job description and Trial Court policies. Case Specialist
I Duties: ---Provides customer service to attorneys, litigants, law
enforcement personnel, and the general public. This includes
assisting the public in filling out forms and applications and
responding to routine requests for information concerning cases,
scheduling and court procedures. May use specialized communication
skills in performing these duties. ---Receives training and assists
experienced users on MassCourts, a comprehensive, integrated case
management system which features electronic filing of complaints,
extensive docketing, scheduling, and management reporting, or on
another case processing system. ---Performs general case intake
duties, including receiving court papers and documents, determining
general case category, making docket entries, either manually or
through an automated case processing system as necessary, and
preparing case file folders. ---Prepares manually or enters through
an automated case processing system as necessary, complaints,
petitions, summonses, warrants, daily lists, orders of commitment,
other standard form documents, and updates to case information.
Such functions may be performed in an office or in a courtroom.
---Sends out notices to various parties and attorneys. ---Answers
incoming phone calls, routes callers to appropriate personnel,
takes messages, and provides routine information in response to
inquiries. ---Copies, files, retrieves, and sorts court papers,
documents and folders according to established procedures.
---Receives, date stamps, sorts, and distributes incoming mail.
Processes outgoing mail. ---Performs 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. ---Maintains statistical data
concerning cases processing activities. ---Performs related duties
as required. Case Specialist II Additional Duties: ---Provides
customer service to attorneys, litigants, law enforcement
personnel, and the general public. This includes providing
information of a more specialized and/or detailed nature. May use
specialized communication skills in performing these duties.
---Performs more complex case processing functions, including
reviewing court documents, papers, and filings for accuracy and
completeness, and determining processing required prior to entering
them in the permanent record, either manually or using the court's
automated case processing system as necessary, identifying
inaccuracies and or discrepancies and taking action to resolve such
inaccuracies or discrepancies within established guidelines, or
referring unusual problems to a supervisor. ---Performs routine
administrative support duties such as preparing fiscal forms and
correspondence using word processing software as required.
---Serves as a "floating case specialist" who is able to perform
complex case processing functions within other major work units as
required. ---Performs all of the duties of the lower level within
this series as required. Case Specialist III Additional Duties:
---Provides customer service to attorneys, litigants, law
enforcement personnel, and the general public. This includes
responding to unusual or complicated requests for information. May
use specialized communication skills in performing these duties.
---Processes complicated cases involving multiple offices,
agencies, parties, and legal issues, either manually or using the
court's automated case processing system, as necessary. ---Performs
advanced case processing duties requiring independent judgment
concerning the types of action to be taken and making
determinations as to when it is appropriate to take such actions.
---Assists in the training of new employees and in the ongoing
training of other employees. ---Serves as a "floating case
specialist" who is able to perform advanced case processing
functions within all of the major work units of an office as
required. ---May provide occasional 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. ---Performs all of the duties of the lower
levels within this series as required. Case Specialist IV
Additional Duties: ---Provides customer service to attorneys,
litigants, law enforcement personnel, and the general public.
---Capable of handling the most unusual and complicated inquiries
within established guidelines. ---May use specialized communication
skills in performing these duties. ---Performs the most complex
case processing functions within established guidelines, either
manually or using the court's automated case processing system, as
necessary. ---Serves as a resource to employees in an office and to
employees in other offices, including answering questions and
assisting in resolving problems. ---Prepares a variety of orders,
documents and correspondence requiring a detailed knowledge of
statutes, rules, administrative procedures, office policies, and
the court's automated case processing system, as necessary.
---Performs administrative support responsibilities for a
supervisor, including composing correspondence for the supervisor's
review and signature, typing memoranda, reports, and other
documents, maintaining an appointment calendar, and arranging
meetings, and maintaining files. ---Provides assistance to staff
using word processing and other software applications, such as the
court's automated case processing system. ---May provide regular
assistance to a Sessions Clerk or an Assistant Clerk in any 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. ---May
serve as a back-up to a higher level series. ---Performs all of the
duties of the lower levels within this series as
required.Qualifications:Minimum Requirements: These are the minimum
requirements necessary to apply for a position of Case Specialist.
Case Specialist I Requirements: ---Graduation from high school or
its equivalent. ---Some general clerical or customer service
experience. ---Ability and experience using personal computers,
including word processing software such as MS Word. ---Experience
with spreadsheet software such as MS Excel is preferred. ---General
knowledge of modern office practices and procedures. ---Ability to
serve the public and others with business with the court in a
courteous and professional manner. ---Ability to learn the
procedures and functions, manual and automated, of the office to
which assigned. ---Ability to understand and follow verbal and
written instructions. ---Ability to perform routine data entry at
an acceptable rate of speed. ---Ability to establish and maintain
effective working relationships with court staff. ---Ability to
communicate effectively with others. Case Specialist II Additional
Requirements: ---A minimum of two of years of experience as a Case
Specialist I. ---Demonstrated understanding and training in the
court's automated case processing system, as well as all of the
procedures, manual and automated, related to the cases processed
within the work unit or functional area to which assigned.
---Working knowledge and ability to effectively use MassCourts or
other court used automated case management system. ---Ability to
effectively use word processing software used by the court and the
demonstrated ability to use that software to prepare documents.
---Demonstrated ability to serve the public and others with
business with the court in a courteous and professional manner.
---Demonstrated ability to provide specialized or technical
information. ---Demonstrated ability to identify problems with
court documents, papers and filings and to take appropriate action
within established guidelines. Case Specialist III Additional
Requirements: ---A minimum of two years of experience as a Case
Specialist II. ---Considerable working knowledge of case processing
using MassCourts, or other court used automated case management
system. ---Considerable knowledge and training in all of the
procedures, manual and automated, related to the cases processed
within the work unit or functional area to assigned and a working
knowledge of the procedures related to the processing of cases in
the other work units or functional areas of an office. ---Working
knowledge of the fiscal policies of the Trial Court and ability to
prepare fiscal reports. ---Working knowledge of courtroom policies
and procedures and demonstrated ability to provide assistance
during court sessions. ---Demonstrated ability to serve the public
and others with business with the court in a courteous and
professional manner. ---Demonstrated ability to respond to unusual
or complicated requests for information. ---Demonstrated ability to
process complicated cases from beginning to end. ---Demonstrated
ability to work without close supervision. Case Specialist IV
Additional Requirements: ---A minimum of two years of experience as
a Case Specialist III. ---Considerable knowledge of the procedures,
manual and automated, related to the processing of all types of
cases and the ability to process those cases from beginning to end.
---Considerable working knowledge of all case processing using
MassCourts, or other court used automated case management system.
---Considerable knowledge of all courtroom policies and procedures
and demonstrated ability to provide assistance during any court
session. ---Considerable knowledge of word processing software used
by the court and the demonstrated ability to use that software to
perform complex functions such as merge letters, macros, templates,
etc. ---Familiarity with spreadsheets. ---Demonstrated ability to
serve the public and others with business with the court in a
courteous and professional manner. ---Demonstrated ability to
respond to difficult and sensitive requests for information.
---Demonstrated ability to function as a resource person.
---Demonstrated ability to prepare statistical and written reports.
---Demonstrated ability to train employees.
Keywords: MASS, Springfield , Case Specialist - Hampden Probate & Family Court, Other , Hampden, Massachusetts
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