Probation Case Specialist

Departmental Mission Statement: The Massachusetts Probation Service’s mission is to increase community safety, reduce recidivism, contribute to the fair and equitable administration of justice, support victims and survivors, and assist individuals and families in achieving long term positive change.

Organizational Profile: Massachusetts Probation Service

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 a Probation Office. In addition to case processing duties, this series also provides service to the public and other individuals who have business with the court consistent with policies on confidentiality. The position titles require increasing responsibility and knowledge of court procedures and Probation operations. Employees are hired at the entry level position title and are eligible for reclassification to higher levels within this series.

Probation Case Specialist I Duties:

• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public, including assisting with forms and responding to requests for information.
• Receives training and assists experienced users on MassCourts or another case processing system.
• Retrieves criminal records, enters initial data, and updates records in various automated systems.
• Requests information from other agencies or courts.
• Answers incoming calls, routes callers, takes messages, and provides routine information.
• Prepares lists and documents, sends notices, verifies daily list with the Clerk-Magistrate's office.
• Copies, files, retrieves, and sorts court papers according to established procedures.
• Pulls folders for court sessions; receives, date stamps, sorts, and distributes incoming mail.
• Performs cashiering duties including receiving money and issuing receipts.
• Maintains statistical data on case processing activities.

Probation Case Specialist II Additional Duties:

• Provides specialized customer service and processes complex case functions.
• Performs extensive administrative support work for Probation Officers.
• Serves as a “floating case specialist” in other work units as required.

Probation Case Specialist III Additional Duties:

• Handles advanced case processing and data entry functions with independent judgment.
• Maintains databases and assists in training new employees.

Probation Case Specialist IV Additional Duties:

• Serves as a resource for handling functions and prepares statistical reports.
• Assists in researching open cases and performs administrative support for supervisors.

Qualifications

Minimum Requirements:

• Graduation from high school or equivalent.
• Clerical or customer service experience.
• Ability to use personal computers and word processing software.

Probation Case Specialist II Additional Requirements:

• Two years of experience as a Probation Case Specialist I.
• Working knowledge of MassCourts or other court used automated systems.

Probation Case Specialist III Additional Requirements:

• Two years of experience as a Probation Case Specialist II.
• Considerable working knowledge of case processing using MassCourts.

Probation Case Specialist IV Additional Requirements:

• Two years of experience as a Probation Case Specialist III.
• Considerable knowledge of courtroom policies and procedures.