Court Data Analyst/Administrative Assistant

General Summary: 

This position is responsible for assisting with the development and analysis of court management system reports and is responsible for the compilation and analysis of court statistical data and responding to inquiries for court data and public information. This is a responsible data intensive and administrative position supporting the alternative dispute resolution programs in the Maine Judicial Branch. This position reports to, and takes direction from, the Manager of Civil Process and Foreclosure Diversion Program (FDP) and the Manager of Court Alternative Dispute Resolution Services (CADRES). This position is subject to the Judicial Branch remote work policy. 

Essential Job Functions:*

• Participates in the development of new and revised statistical and management reports, including fiscal year/calendar year annual summaries, trend reports, quarterly case aging and clearance reports, pending case lists, and other reports requested by the Manager of CADRES and Manager of the FDP, for the Maine Supreme Judicial Court, Trial Court Chiefs, State Court Administrator, and other administrators. 

• Confers with administrators and program managers to develop and identify data reporting requirements, reports back on data clean-up progress, and assists with the development of tools to translate court information into directions for case processing. 

• Assists the Office of Information Technology in specification development for reports from or updates to the Alternative Dispute Resolution Information System (ADRIS) database. Tests functionality of periodic upgrades to ADRIS. 

• Analyzes data produced in court and related management reports. 

• Compiles, organizes, and analyzes statistical information regarding cases and mediation operations. 

• Participates in data audits and docket standards development. 

• Assists in the development of information for the annual reports and other Judicial Branch publications, including responding to data requests. 

• Develops new visualization tools for Judicial Branch data. 

• Inputs, compiles, generates, and analyzes data in spreadsheets and databases, specifically Excel and FileMaker Pro, to enhance record-keeping, track statistics, and generate periodic reports. 

• Assists with data mapping and report format and design related to Odyssey, the digital case management and e-filing system, as well as MEJIS. 

• Utilizes and maintains a custom-designed database (ADRIS) to retrieve and organize data on court based mediation services for reports to track program statistics. 

• Communicates with court staff, independent contractors, and the public about specific data, statistics, reports, and systems operations. 

• Provides administrative support, including preparing reports and meeting minutes, maintaining mediator rosters in FileMaker databases, and office management tasks, as needed.

• Provides basic assistance and technical support for staff and independent contractors regarding use of a custom-designed database (ADRIS), the statewide digital case management system, ZOOM videoconference, and equipment used to provide court and court-adjacent services, including scanners, printers, and telephones. 

• Maintains and updates CADRES and FDP mediator resources, including program-specific websites. 

• Provides organizational, technical, and clerical support for various meetings, presentations, and continuing education programs, including the use of PowerPoint, ZOOM, and video editing. 

• Assists with other administrative and office functions and acts as backup to other administrative personnel as needed.

Other Duties and Responsibilities:

• Performs other duties as required. 

*The above list is intended to describe the general nature and level of work being performed by employees in this classification. A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned.

Minimum Education/Skills/Experience/Training Required to be Considered for Employment: 

• Bachelor’s degree from an accredited college/university. 
• One year of strong statistical data experience. 

*A combination of education and experience will be considered for those candidates without the requisite education and experience. 

Skills/Experience/Training Required to Adequately Perform Job Duties: 

• Knowledge of the organization and operations of court systems. 
• Demonstrated experience in statistical tracking, interpretation, analysis, and reporting. 
• At least one year of experience in the development and generation of statistical reports, visual representation of data, and statistical analysis. 
• Direct experience in developing and analyzing court or other organizational management data preferred. Understanding of legislation, statutes, court orders, court rules, and administrative orders. 
• Ability to conduct independent research and engage in creative problem-solving. 
• Ability to meet deadlines and respond to situations requiring immediate resolution, organize work amid competing priorities, and work effectively in a high-pressure environment. 
• Demonstrated excellent communication skills (both written and verbal), meeting facilitation, interpersonal skills, and analytical skills. 
• Demonstrated critical thinking skills and detailed technical writing skills. 
• Advanced skills in Excel spreadsheets, formulas, graphs, and tables. 
• Proficiency using Outlook email and calendars, Acrobat Pro, Word, and other applications. 
• Ability to interact effectively and work collaboratively with judges, administrators, computer programmers, and others.

Physical and Mental Demands: (include but are not limited to:)

Physical and mental ability to perform tasks in an office or courtroom environment requiring frequent and/or sustained periods of standing, sitting, walking; bending; reaching above or below desk level. May require ability to lift or move up to 20 pounds. Hearing ability sufficient to communicate efficiently and effectively with public and court staff. Vision, dexterity, coordination and cognitive ability sufficient to use telephone, keyboard, computer and other office systems and equipment efficiently. Cognitive, intellectual and mental ability to concentrate on details and/or perform more than one complex task at a time and to handle diverse pressures related to requests and needs of those using court system services. Cognitive and mental ability to work and communicate effectively with co-workers and all levels of court personnel.

* External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions either unaided or with the assistance of a reasonable accommodation, to be determined based on individual assessment.

Salary Information

Salary Range: Grade 15, $29.77 - $38.77

A 3% cost of living increase is scheduled for July 2024

*
Full time. Generous fringe benefits. These include: a defined benefit pension plan; paid life insurance; health, dental and vision plans; flexible spending arrangements; paid holidays, vacation and sick leave; employee assistance program; tuition reimbursement; child and elder care reimbursement; gym reimbursement program; and 457(b) deferred compensation plan.*

This posting will remain open until filled. Cover letter, resume, and on-line application required. 

Please note only on-line applications will be accepted: https://www.courts.maine.gov/about/jobs.html 

The Judicial Branch is an EEO/AA employer.

Job Type: Full-time

Pay: $29.77 - $38.77 per year