Assistant Supervisor for Case Administration - Suffolk Probate & Family

Official Title: Assistant Supervisor Case Administration - Suffolk Probate & Family Court

Pay Grade: Grade 16S

Salary Range: Entry Level Pay $69,397.90 to Pay Range Maximum $102,281.40

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 Probate and Family Court Department's mission is to deliver timely justice to the public by providing equal access to a fair, equitable and efficient forum to resolve family and probate legal matters and to assist and protect all individuals, families and children in an impartial and respectful manner.

The Probate and Family Court Department has jurisdiction over family-related matters, such as divorce, parentage, child support, custody, parenting time, adoption, termination of parental rights, and abuse prevention. In addition to equity jurisdiction, the Probate and Family Court also has jurisdiction over wills, estates, trusts, guardianships, conservatorships, and changes of name. 

Notes: THIS POSTING IS FOR CURRENT EMPLOYEES OF THE SUFFOLK PROBATE AND FAMILY COURT ONLY.

Position Summary: Supervises staff and assigns and reviews work to ensure effective daily operations of the assigned unit. Performs case processing responsibilities including processing dockets, appeals, probation transfers, and e-filing (if applicable). Trains new employees, provides technical assistance to staff and the public, and addresses operational challenges as needed.

Supervision Received: Works under the direction of a Department Head or designee.

Essential Functions and Responsibilities:
• Supervises the work of assigned staff, including assigning and reviewing work, and providing guidance.
• Maintains accuracy and completeness of cases and records.
• Schedules hearings, pulls cases for hearings, and ensures dockets are accurate.
• Responds to and resolves issues that arise from the public, attorneys, and agencies pertaining to civil procedures.
• Processes bill and batch transmittals. Maintains accurate financial records and prepares expenditure reports.
• Serves as a liaison between the work unit and other offices and outside agencies for the distribution and collection of information and to resolve operational issues.
• Provides customer service to attorneys, litigants, law enforcement personnel, and the public. Serves as a point of contact for information concerning cases processed within the major work unit.
• Supervises the collection and reporting of statistics concerning cases processed.
• Trains staff in the use of automated systems, case management business process, and other applicable software.
• Performs other 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.

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.

Applied Knowledge: Demonstrated ability to perform full range of case management functions.

Problem Solving: Accurately assesses operational and administrative problems and develops feasible solutions.

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:
Associate degree from an accredited college or university
Five (5) years of related work experience, preferably in case management
Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
• Case management procedures.
• Principles and practices of employee supervision.
• Modern office equipment and technologies, including computers and applicable software.
• Docket reporting requirements.
• Basic financial recordkeeping.
• Court policies and procedures.

Skill in:
• Customer service.
• Leadership.
• Troubleshooting.

Ability to:
• Establish effective working relationships with others.
• Prepare clear and accurate reports.
• Maintain appropriate records.
• Communicate effectively, both orally and in writing.
• Work independently and follow oral and written instructions.
• Maintain confidentiality of information.
• Identify problems and recommend improvements to case processing activities.
• Monitor case processing activities to maintain quality control standards.

Supervisory Responsibility: This position serves as a supervisor to others.

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

Physical Demands: Light Work - Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.