Official Title: Digital Records Coordinator - Worcester
Pay Grade: Grade 17S
Salary Range: 17S Entry Level Pay $71,439.16 to Pay Range Maximum $105,289.60
Starting Pay: $71,439.16
Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.
Departmental Mission Statement: The Language Access and Court Records Department includes the multidimensional operations of the Office of Records Management (ORM), Office of Language Access (OLA), and Office of Transcription Services (OTS), ensuring all laws, court rules, regulations, and standards for court programs and services are met, including but not limited to the Supreme Judicial Court's Rules on records retention and trial transcriptions for fee generating appointments, the Trial Court's Uniform Transcript Format (UTF) of 2008, the Standards and Procedures of the Office of Language Access of 2021, and Title IV of the Civil Rights Act of 1964, Executive Order 13166 that strengthened Title IV in 2000.
This Department provides statewide oversight of court programs and services relative to access to administrative records and trial transcripts of digitally recorded court proceedings for the bench, the bar, the public, and self-represented litigants (SRL), and relative to spoken language access to interpreters and translators for limited English proficient (LEP), and sign language or communication access real-time translation for Deaf and Hard of Hearing (DHH) individuals to effectively access all aspects of the judicial system.
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 within the Office of Records Management (ORM), the Digital Records Coordinator is responsible for monitoring and supporting fidelity to a variety of Records Management and digital record keeping projects. Duties include digital conversion and the digitization of administrative and court records, and collections, conducting surveys and ensuring projects are proceeding as designed and on schedule. The Digital Records Coordinator will be responsible for the Trial Court’s Digital Records Management Project and will assist in the development of a digital conversion and preservation strategy for unique, sequestered, administrative and fragile court records. The Digital Records Coordinator will ensure all laws, court rules, regulations, and standards for court records programs and services are met, including but not limited to Supreme Judicial Court Rule 1:11 relative to the disposal of court papers and records for retention.
Supervision Received: Receives supervision from the Records Management Coordinator of the Office of Records Management (ORM).
Essential Functions and Responsibilities:
• Primarily responsible for the Trial Court’s Digital Records Management Project and the development of a digital conversion and preservation strategy for court records, in adherence with digital records rules and guidelines;
• Oversee all digitization projects within the Record Centers and statewide Records Management projects;
• Performs fiscal planning, including providing financial projections and participating in the decision-making on how resources will be expended;
• Responds to court based or public inquiries on various departmental initiatives or statewide programs and projects relative to digital records management;
• Responsible for identifying operational problems and makes recommendations to resolve those issues relative to the Trial Court’s Digital Records Management Project, which may include recommending changes to existing policies, procedures, and forms, or developing new ones.
• Establish educational and training opportunities on the digitization of court records for personnel, and creates PowerPoint presentations of digital project updates;
• Responsible for digital records management and software applications to inventory and research digital court collections, and update digital database systems;
• Oversees the digitization of court records, maintains accurate and complete digital records, updates digital database information, and maintains monthly digital statistics and data;
• Provides on-site and off-site technical assistance to statewide court departments and divisions on the digital records management project;
• Performs a variety of administrative support duties of a complex and non-routine nature such as needed, including routing inquires to appropriate personnel, and supporting the processing and conversion of paper to digital case papers, including the scanning of court records as requested;
• Utilizes digital conversion tools and equipment to effectively catalog and preserve digital records;
• Collects data and information on the progress of statewide digitization projects and works within records management protocols; and
• Performs related duties as required.
Job Competencies:
Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental 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.
Applied Knowledge: Demonstrates records management skills and the ability to innovate and drive enhancements and efficiencies in digital record storage solutions.
Problem Solving: Accurately assesses record storage related problems in the Trial Court and recommends and facilitates digitized solutions.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
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.
Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Continuous Learning: Demonstrates a commitment to continuously improving himself or herself through professional development.
Minimum Requirements: Education and Experience:
• Bachelor’s Degree from an accredited college or university.
• Four (4) years of relevant administrative work experience.
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.
Knowledge, Skills and Abilities: Knowledge of:
• Trial Court policies and procedures, court process and State statutes, such as Supreme Judicial Court Rule 1:11 relative to the disposal of court papers and records for retention
• Needs for administrative and court records, and collections from all Trial Court departments.
• Record keeping and digital migration of paper administrative and court records.
• Basic English grammar, spelling, and punctuation, MS Word, MS Access, MS Excel, MS PowerPoint, Smartsheet, and a Records Information Management (RIM) software system.
• Proficiency in the use of personal computers and related software including Microsoft Windows. Ability to use spreadsheets, including Microsoft Office, or Excel preferred.
Skill in:
• Verbal and written communication.
• Interpersonal Skills
• Organization and prioritization.
• Time management.
• Customer service.
• Attention to detail.
• The use of a barcode reader.
Ability to:
• Perform administrative duties related to a statewide, Court Record Center.
• Understand the complexities and requirements of digitizing court records and processing them effectively and legally with Trial Court laws and guidelines.
• Organize and clearly present written material, as demonstrated by the preparation of court forms, record requests, statistical reports, etc.
• Work professionally with persons at all levels, including judges, court officials, court employees, and the public to maintain effective working relationships.
• Communicate clearly and effectively in oral and written form.
• Work independently and follow oral and written instructions.
• Handle multiple assignments with minimal supervision.
• Travel to courts throughout the Commonwealth.
• Performs other duties as required.
Supervisory Responsibility: This position serves as a lead worker to others.
Working Conditions: Work is frequently performed in office or similar indoor environments, outdoor environments, warehouses or file/storage environments, shops/facilities, and travel environments.
Physical Demands: This position requires medium work:
Ability to lift 25 pounds, climb rolling ladders and utilize standard manual warehouse equipment such as pallet jacks, dollies, hand trucks.