Probation Case Specialist
This series is responsible for performing a variety of duties related to the processing of cases, including entering of data in automated systems, within a Probation Office. In addition to case processing duties, this series is also 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 Probation 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.
Probation 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.
Probation Case Specialist I Duties:
Provides customer service to attorneys, litigants, law enforcement personnel, and the general public.
This includes assisting individuals 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;
• Retrieves criminal records, enters initial data, and updates records and orders in various automated systems;
• Requests information from other agencies, departments, and or courts;
• Answers incoming phone calls, routes callers to appropriate personnel, takes messages, and provides routine information in response to inquiries;
• Prepares lists and other standard documents, and sends out notices to parties and attorneys; Verifies daily list with the Clerk-Magistrate's office;
• Copies, files, retrieves, and sorts court papers, documents, and folders according to established procedures.
• Pulls folders for court sessions; 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 case processing activities; and Performs related duties as required.
Minimum Requirements: These are the minimum requirements necessary to apply for a position of Probation Case Specialist.
Probation 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.