Appellate Clerical Services Manager

Official Title: Appellate Clerical Services Manager

Pay Grade: Management

Salary Range: $95,047.03 (Step 1) - $140,237.82 (Step 8)

Departmental Mission Statement: The Massachusetts Appeals Court is committed to doing justice under the law by rendering thoughtful, well-reasoned appellate decisions in a timely and efficient manner, treating all those who come before the court fairly and impartially.

Notes: THIS POSTING IS ONLY FOR CURRENT APPEALS COURT EMPLOYEES

• Court employees are not permitted to engage in the practice of law.
• Employees of the Massachusetts courts are required to be Massachusetts residents.
• This is a full-time position and is eligible to participate in the Court’s hybrid remote work policy.
• The position includes a generous State benefit package including a defined benefit pension plan, subject to vesting. Information about the Court's benefit page is available at https://www.mass.gov/guides/trial-court-employee-benefits
• Employment is contingent upon passage of a criminal record check for all new hires.
• This position is a non-union, management  position.

Position Summary: Manages the clerical operations of the Clerk's Office to ensure adequate staffing coverage and the processing of items in a timely manner. Performs operational, administrative, and fiscal functions for the Clerk's Office. Manages individualized requests as needed. Duties include but not limited to management and supervision of personnel, departmental administration, hiring and staffing issues, and departmental initiatives. Other duties include SSTA and leave administration, report creation & data analysis.

Supervision Received: Works under the direction of the Clerk or his/her designee.

Essential Functions and Responsibilities:

• Manages the clerical staff of the Clerk's Office

• Supervises the work of clerical personnel, including assigning and reviewing work, providing guidance, and conducting performance evaluations.

• May participate in the hiring and promotion process for clerical staff within the Clerk's Office.

• Assists the Clerk in managing administrative functions of the Clerk's Office, including scheduling courthouse coverage.

• Plans clerical teams' meetings, developing objectives and agenda, coordinating meeting logistics;

• Gives aid and support to clerical staff in completion of their work.

• Assists in developing key performance indicators (KPI) and compiles and provides regular reports regarding progress in meeting objectives.

• May participate in disciplinary process as designated by the Clerk.

• Assists in providing customer support and service to incoming questions or issues from the public, court users, and court staff.

• Manages leaves and SSTA approvals, including oversight of time and attendance for clerical staff.

• Participates in discussions related to human resources and fiscal matters and operations with Clerk's Office senior management and members the Office of Court Administration.

• Performs other duties as required.

Job Competencies: 

Ethics and Values: Communicates and demonstrates the ethics and values of the Appeals Court.

Mission Driven: Employees are fully committed to fulfilling the Appeals Court and Clerk's Office missions.

Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.

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

Applied Knowledge: Possessing the court procedural knowledge of all types of case processing, and supervising staff using best practices to ensure high performing court operations and customer service.

Supervisory Skills: The ability to delegate working effectively, applying the organization’s established Standards of Supervision for staff. Skills include Ability and skills to constructively critique the work of staff as necessary and using best practices to effectively engage with staff in “difficult conversations” when necessary.

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

Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

Education and Experience:
• Bachelor's Degree
• Five (5) years of related work experience
• Demonstrated capacity to supervise staff is required.
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
• Modern office equipment, including computers and business software.
• Departmental and court policies and procedures.
• Principles and practices of employee supervision.
• Paragon, Livelink and Tyler Technologies (e-filing) preferred.
• Court schedules activities.
• Trial Court employee administrative programs and policies.
• Massachusetts Management Accounting Reporting System.

Skill in:
• Organization and time management.
• Leadership.
• Attention to detail.
• Data Entry
• Analysis.
• Customer service.

Ability to:
• Establish effective working relationships with others.
• Prepare clear and accurate reports and perform research.
• Maintain appropriate records.
• Maintain confidentiality of information.
• Communicate effectively, both orally and in writing.
• Work independently and follow oral and written instructions.
• Identify problems and develop creative solutions.

Supervisory Responsibility: This position serves as a lead worker to others.

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: This position requires sedentary work:
Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects.