Assistant CARI Coordinator - Office of the Commissioner of Probation

Position Summary: Working within Massachusetts Probation Service, the Assistant CARI (Court Activity Record Information Services) Coordinator is responsible for a number of operational and technical duties within the Massachusetts Probation Services Records Unit. The Records Unit consists of two sub-units, the Central Integrity Management Group (CIMG) and the Sealing Division.
The Assistant CARI Coordinator is responsible for;
• Providing technical support to Probation employees located in criminal courts statewide, using a variety of information technology systems;
• The Assistant CARI Coordinator assists members of the public regarding inquiries related to their CARI record;
• The Assistant CARI Coordinator, under the supervision of the CARI Coordinator, assists in maintaining quality control of CARI in data entry, creation of identities, mergers of identities, and problem-solving.
• The Assistant CARI Coordinator may, under the supervision of the Administrative Coordinator, be responsible for the preparing and sealing of records in accordance with G.L. c. 276, §100A-C.
SUPERVISION RECEIVED: Reports to the CARI Coordinator and/or Administrative Coordinator for general direction in performing duties in accordance with established guidelines.

ORGANIZATIONAL LEVELS:
Assistant CARI Coordinator I ;
• This is the entry level position within this series;
• Employees are expected to perform the full range of entry level duties and to train for the next level.
 

Duties: Assistant CARI Coordinator I Duties:
• Provides technical assistance to Probation staff state wide using the CARI and Mass Courts databases, Domestic Violence Registry, and other Probation related IT systems as needed;
• Assists Probation staff in the field by making corrections to the CARI record and with the creation of new identities within CARI;
• Retrieves non-automated CARI data from microfilm to be entered into the CARI database;
• Participates in troubleshooting and communicating temporary “work-arounds” on the CARI database to maintain the daily data entry in the courts until the problem can be resolved;
• Responds to inquiries from Probation staff, clerks, attorneys and members of the public on Probation Records and Sealing related issues;
• Assists with maintaining records of CIMG and Sealing work for tracking and statistical purposes;
• Assists in the preparation of sealing records pursuant to G.L. c. 276, § 100A-C;
• Performs related duties as required

Assistant CARI Coordinator I Requirements:
• High School Diploma or equivalent and (4) four years of customer service experience and/or data management experience handling service inquiries; or an equivalent combination of education and experience;
• Proficient with personal computers, including Microsoft Office;
• Good problem solving skills and ability to apply these skills to speedy resolution of issues in a calm manner;
• Excellent communication skills including experience supporting people at various levels within an organization in the use of databases;
• Attention to detail and an ability to follow direction in order to adhere to policies ensuring the quality control of CARI;
• Ability to travel to courthouse and other locations throughout the Commonwealth;
• Ability to be a team player and to have a supportive, informed, dependable response to inquiries;
• Ability to multi-task;
• Ability to accept supervision and direction from the CARI Coordinator, the Administrative Coordinator and/or the Director of Probation Records, in a professional manner;
• Some knowledge of the policies and procedures of the Trial Court and Probation is desirable