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Job
Descriptions - Probation Operations Supervisor Series
Human Resources Department
JOB
OPPORTUNITY
__________________
Posting
Date
MASSACHUSETTS TRIAL COURT
Job Description and Qualifications
for
Probation Operations Supervisor Series
This
position is part of a series that includes a number of levels. Employees
are appointed to the entry level and are eligible to advance to
the higher levels consistent with this job description and Trial
Court policies.
All
Applications must be received by:
SUMMARY
OF SERIES:
This
series is responsible for supervising a major work unit within a
Probation Office. Work involves assigning and reviewing work, training
and appraising personnel, and other supervisory duties. In addition,
this series is responsible for providing service to the public and
other individuals with business with the court consistent with policies
on confidentiality. The position title above the entry level requires
the performance of increasingly more responsible and varied work
which requires more knowledge of overall court and administrative
operations. Employees are appointed at the entry level position
title and are eligible for reclassification to the higher level
position title within this series consistent with the specifications
for the higher level position title. The position title reverts
to the entry level when there is a vacancy.
ORGANIZATIONAL
LEVELS:
Probation
Operations Supervisor I - This is the entry level position
title within this series. Employees at this level are expected to
supervise a major work unit of a Probation Office and to perform
the full range of case processing duties.
Probation
Operations Supervisor II - This is the second level position
title within this series. Employees at this level are expected to
perform advanced supervisory duties and to be involved in quality
control activities within the work unit. May also serve as the back-up
to the Probation Office Manager.
MAJOR DUTIES:
Probation
Operations Supervisor I Duties:
Supervises
a major work unit within a Probation Office.
Supervises all case processing and data entry activities within the
work unit, including the preparation of record entries, notices, trial
lists, and various dockets.
Provides supervision and direction to subordinate staff and coordinates
work flow within the work unit or office, including distributing work,
assigning staff to cover for absences, providing technical assistance,
answering questions, and resolving problems within the work unit supervised.
Supervises the development and implementation of training programs
within the work unit supervised.
Serves as a liaison between the work unit and other offices and outside
agencies for the distributionand collection of information and to
resolve operational issues.
Provides customer service to attorneys, litigants, law enforcement
personnel, and the general public. Serves as a point of contact for
information concerning cases processed within the major work unit
who is capable of responding to any inquiry within established guidelines.
May use specialized communication skills in performing these duties.
Develops and implements new procedures and responds to changes in
statutes and administrative policies.
Performs the full range of case processing duties, including reviewing
and processing legal documents, assuring completeness and accuracy
of court records, scheduling of cases and hearings, and maintaining
all files.
Trains staff in the use of automated systems and word processing software,
introduces new versions or functions, trouble shoots problems, and
attends meetings.
Assists in the preparation of the budget for the office.
Performs administrative staff work for a supervisor.
Prepares
or supervises the collection of statistics concerning work activities
and the preparation of reports.
Performs
related duties as required.
Probation
Operations Supervisor II Additional Duties:
Performs
advanced supervisory duties, including reviewing work performance,
motivating subordinates to work more effectively, identifying problems
with performance and solutions to those problems, determining training
needs to improve performance, initiating informal measures to correct
misconduct or making recommendations for formal discipline.
Regularly
monitors the accuracy, completeness, and timeliness of case processing
activities within the major work unit or office supervised.
Evaluates and recommends ways to improve case processing activities
with the major work unit or office supervised.
Participates in the hiring and promoting of staff within the work
unit, including serving on a panel to interview applicants and making
recommendations to superiors.
Prepares and/or processes personnel actions such as promotions, appointments,
transfers, leaves of absences by making recommendations and preparing
forms for approval.
Supervises the maintenance of personnel records and time sheets for
staff supervised. Coordinates time off requests to ensure adequate
coverage.
May serve as the back-up to the Probation Office Manager as required.
Performs the duties of the lower level within this series as required.
POSITION REQUIREMENTS:
Probation
Operations Supervisor I Requirements:
Graduation
from high school and a minimum of six years of experience in a Probation
Office or an equivalent combination of education and experience (especially
supervisory experience). Prior experience as a Probation Case Coordinator
preferred.
Thorough knowledge of state statutes, court procedures and policies,
legal documents and terminology, laws, and functions of the court.
Thorough knowledge of the rules, practices, and procedures pertaining
to the work unit to which assigned.
Considerable knowledge of and ability to use personal computers and
related software.
Excellent organizational skills.
Ability to maintain a variety of complex records and to prepare reports
from such records.
Ability to plan, assign, and supervise the work of subordinate employees
engaged in a variety of court activities.
Ability to identify and understand problems and to determine the appropriate
measures to take to solve those problems.
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.
Ability to perform the full range of case processing duties.
Probation Operations Supervisor II Additional Requirements:
A minimum of three years of experience as a Probation Operations Supervisor
I.
Considerable knowledge of Trial Court personnel policies and procedures
and the demonstrated ability to make decisions and take actions consistent
with those policies.
Considerable knowledge of effective supervisory and management techniques
and demonstrated ability to utilize those 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 monitor case processing activities in order
to maintain quality control standards.
Demonstrated ability to identify problems and to recommend improvements
to case processing activities.
SALARY:
Completed Trial Court Application for
Employment should be forwarded to:
Trial Court Applications for Employment
are available at all court locations and at the Administrative Office.
AFFIRMATIVE
ACTION/EQUAL OPPORTUNITY EMPLOYER
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