Courtroom Services Guardianship Administrator

• Preparing the files includes checking the electronic docket as well as the paper file to make sure any missing pleadings are in the file. Responsible for making sure that the electronic docket matches the paper file and either must print what is missing or locate the document;
• Operating all court systems including MassCourts, Zoom, Courtyard, email, and the recording system (For the Record or FTR). Getting FTR ready for session includes opening the software, testing the microphones, testing the clock, entering case names and docket numbers to make sure each case is properly identified, and time stamped, and testing the system to make sure everything is being recorded properly;
• A review of each of the cases occurs for all motion, contempt, pre-trial, and trial sessions;
• All relevant filings are identified, either by being pulled or tabbed, for the Judge for each case on the list;
• Printing and reviewing the list for the upcoming courtroom session. Checking for any cross-reference or companion cases that the judge may need for the upcoming hearing;
• Utilize the teleconference system which allows attorneys and parties to participate remotely for in-person court session;
• Reviewing all submitted paperwork to make sure it is completed, signed, and dated and will file stamp the document in;
• Prior to a case being called by the judge, the Courtroom Services Administrator will request that the attorneys and/or parties prepare and exchange detailed proposed orders/judgments addressing each contested issue and check that they have complied with the notice requirements;
• Receiving and maintaining custody of documents from attorneys and parties which may include appearance forms, financial statements, child support guidelines, proposed orders/judgments, stipulations, separation agreements, affidavits, pretrial memos, status memos, trial conference memos, witness lists, exhibits, any other submission related to the matter scheduled for hearing;
• Assists Judges in the weekly Guardianship Block courtroom session and Administrative Review Session;
• Acts as the designee of the First Justice of the Division pursuant to Standing Order 4-11 of the Probate and Family Court to review all filings needed for administrate review of anti-psychotic treatment plans (Rogers Reviews) pursuant to said standing order;
• Serves as the main point of contact with all counsel and prose parties in adult guardianship, conservatorship, and health care proxy matters. Serves as liaison with DMH and DDS staff concerning these matters;
• Reviews all annual reports filed by appointed guardians and determines if they are satisfactory or may be insufficient and require further judicial review;
• Maintaining and monitoring the judge’s schedule on MassCourts, which includes requesting downtime for dates they are unavailable or out, blocking off dates with too many cases, and monitoring the list as cases come off or on through the week;
• Constant communication with the immediate manager to inform them when the judge is either out, at a conference, having an education day, or having a lobby day;
• Working with staff when scheduling Pre-Trial Conferences, including checking for any cross-referenced or related case information that would change the assigned judge, reviewing the pending complaint and the summons to make sure the complaint is completed correctly, and ensuring that service was properly made prior to scheduling;
• When Motions to Continue are filed, new dates will be coordinated with the attorneys and parties;
• Performs other case related duties needed when court is not in session.

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.

Problem Solving: Ability to successfully address research issues, draw conclusions and make recommendations based on the research and policy analysis results.

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.

 Knowledge of:
• Thorough knowledge of state statutes, court procedures and policies, legal documents and terminology, laws, and functions of the court.
• Demonstrated uniform probate code knowledge.
• Demonstrated working knowledge of case processing using an automated case processing system.
• Considerable knowledge of the procedures related to the processing of all types of cases and the ability to process those cases from beginning to end.
• Knowledge of all courtroom policies and procedures and demonstrated ability to provide assistance during any court session.
• Case Management System (MassCourts).
• Modern office equipment and technology, including computers and applicable software.

Skill in:
• Organization and time management.
• Excellent communication skills, including the ability to perform work and communicate in a highly visible and public setting.
• Conflict resolution.
• Customer Service.
• Multi-taskings.

Ability to:
• Establish effective working relationships with others.
• Identify problems and to develop creative solutions to those problems.
• Prepare and review orders, write reports, and perform research as needed.
• Exercise sound judgments.
• Assign, supervise, assist in training, and review the work of subordinate employees.
• Handle multiple issues simultaneously.
• Maintain accurate records of proceedings.
• Establish and maintain effective working relationships with others.
• Serve the public and others with business before the court in a courteous and professional manner.
• Ability to perform case processing duties when court is not in session.

Supervisory Responsibility: This position serves as a lead worker.

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, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Advertised: 09 Nov 2026 Eastern Standard Time
Applications close: 23 Nov 2026 Eastern Standard Time

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