Office Manager - Office of Language Access & Court Records Department

Departmental Mission Statement:  The Office of Access, Diversity and Fairness (OADF) is led by the Chief Access, Diversity, and Fairness Officer (CADFO) and is tasked with the overall responsibility for the Massachusetts Trial Court’s policies and practices related to access, fairness, diversity, equity, and inclusion. The following five departments report to and are supervised by the CADFO; the Office of Diversity, Equity, and Inclusion; Office of Access to Justice and the User Experience; Office of Court Services and Law Libraries; Office of Language Access and Court Records; and Office of Alternative/Online Dispute Resolution Programs.

The Office of Language Access and Court Records is responsible for providing language access to interpreters and translators, court records, and trial transcripts that support meaningful access to the administration of justice in the Trial Court. These court access services include directing the operations of the Office of Language Access (OLA), Records Management Centers (RMC), and the Office of Transcription Services (OTS).

https://www.mass.gov/orgs/language-access-court-records-department

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: Working with the Office of Language Access and Court Records in the Office of Court Management, this position is responsible for supervising a work unit responsible for carrying out a variety of Departmental administrative policies and procedures. In addition, this position is responsible for providing service to the public and other individuals with business with the Office of Language Access and Court Records Department, consistent with policies on confidentiality.

Supervision Received: Receives supervision and functional direction from the Deputy Director and general direction from the Director of Language Access and Court Records of the Trial Court and his/her designee in performing duties in accordance with all the best management practices and established guidelines.

Duties:

• Supervises the activities performed in all work units within an office, including office management, implementation of procedures, operations, records management, collection and reporting of statistics, and accounting functions;
• Supervises and coordinates the work of subordinate staff, including reviewing work performance, motivating subordinates to work more effectively, identifying problems with performance and developing solutions to those problems, determining training needs to improve performance, initiating informal measures to correct misconduct or making recommendations for formal discipline;
• Assists in the Department Head in the development and implementation of policies within the office.  Develops operating procedures, forms and systems.  Plans, develops and facilitates changes in procedures, forms and practices, work flows, personnel assignments, and equipment;
• Advises employees when unusual work situations arise or when new procedures are instituted;
• Performs personnel administrative tasks, including coordinating and participating in the hiring and promotion process, supervising the training of new employees and the ongoing training of other employees, resolving unusual employee problems, and supervising employee time and attendance records;
• Regularly meets with co-workers and other staff to exchange information and to discuss issues affecting the office.  Conducts staff meetings in order to exchange information and to discuss ways to make the office function more efficiently. Prepares written agendas, minutes to be recorded, and prepares written summaries of issues and action plans for review by the Department Head;
• Prepares manuals and other materials describing procedures and standards.  Prepares reports as required by the Department Head;
• Regularly monitors the accuracy, completeness, and timeliness of case processing activities within all of major work units of the office;
• Provides customer service to contractors, field staff, and the general public. Serves as a point of contact for information concerning the activities of the office that is capable of responding to all inquiries within established guidelines.  May use specialized communication skills in performing these duties;
• Trains staff in the use of automated systems and business software, introduces new versions or functions, trouble shoots problems, and attends meetings;
• Assists in the preparation and maintenance of the office budget;
• Supervises the management, retrieval, and destruction of court records within established guidelines;
• Supervises and or performs special projects as required; and
• Performs the other duties of a lower level series as required

Job Competencies: All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.

Mission Understands, upholds, and communicates the Trial Court missions.

Applied Knowledge Understands research, information services operations, specialized tools, applications, and software, with some understanding of the various court departments and divisions.

Problem Solving Ability to successfully address data issues, draw conclusions, and make recommendations.

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Performance Measurement Understands the value and importance of performance measures as a basis for both individual and departmental assessments.

Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied economic and cultural backgrounds.

Collaboration Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.

Continuous Learning Demonstrates a commitment to continuously improving himself or herself through professional development.

Minimum Requirements:

• Graduation from high school or its equivalent and a minimum of eight years of experience in an office, including supervisory experience, or an equivalent combination of education and 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.
• Comprehensive knowledge of court procedures, legal documents, laws, and factors pertaining to the court.
• Considerable knowledge of case processing using MassCourts or similar automated system, including the processing of all types of cases and the ability to process those cases from beginning to end.
• Comprehensive knowledge of the organization, functions, responsibilities, and procedures of the court
• Considerable knowledge of Trial Court personnel policies and procedures and demonstrated ability to use those policies and procedures to resolve problems.
• Ability to perform the full range of case processing duties.
• Considerable knowledge of the Trial Court Record Retention Schedule and effective records management techniques.
• Considerable knowledge of effective supervisory and management techniques
• Demonstrated ability to organize, direct, and perform high level supervisory duties in a manner conducive to full performance and high morale.
• Demonstrated ability to identify problems within an office and to develop feasible solutions.
• Ability to maintain a variety of complex records and to prepare reports from such records.
• Ability to express ideas concisely and clearly, orally and in writing.
• Considerable interpersonal skills, including the ability to establish and maintain effective working relationships with others.
• Considerable experience and demonstrated ability to serve the public and others with business before the court in a courteous and professional manner.
• Excellent writing skills and the demonstrated ability to develop written reports and action plans.

Employment with the Trial Court is contingent upon passage of a criminal record check.