What are the responsibilities and job description for the Case Administrator position at U.S. Courts?
Duties
The Case Administrator monitors the progression of civil and criminal cases and related proceedings. The Case Administrator reviews new cases and assigns case type numbers to judicial officers, prepares case documents for appeal, reviews filed documents to determine conformity, takes appropriate action, enters judgment when directed, and ensures that all orders and automated entries are appropriately and accurately docketed.
REPRESENTATIVE DUTIES
- Manage civil and criminal cases from opening to closing. Review, identify, and research the accuracy, timeliness, and quality of data entered into the case record. Make corrections to the case record to comply with local and national procedures. Ensure that all case files and related information are accessible. Manage cases to ensure timely progression. Process notices of appeal and appeal-related documents. Perform quality control on attorney-docketed entries.
- Prepare and analyze required reports. Check data from reports in order to meet quality assurance standards.
- Check for prior or prohibited filings. Verify attorney's authority to practice. Monitor for release of exhibits and sealed documents. Verify and issue summons.
- Respond to inquiries on case status. Provide information and electronic case filing (ECF) instruction to external customers. Inform customers of required fees. Receive payments and issues receipts. Secure funds in cash register. Balance cash drawer at the end of the day. Process credit card payments.
- Create and process new case files. May assign case numbers to judges and/or magistrate judges. Open cases in case management system. Docket initial opening events. Sort, classify, and file case records. Audit cases for closing and check the docket to ensure that all necessary documents are entered, and deadlines are met before generating the closing order.
- Scan and convert documents filed over the counter into image files. Enter documents and proceedings on the case docket. Maintain documents in the appropriate location. Answer phone inquiries regarding case status, archive information, and court procedures. Provide forms via mail or e-mail as required.
- Assist the public with electronic and paper files. Conduct case research as required. Provide archive information for closed cases. Provide file copies as requested.
- Test new procedures and processes and provide feedback. Provide noticing as required by law. Maintain mailing records.
- Record court proceedings, organize exhibits, including setting up and troubleshooting electronic evidence presentation systems, and assist with the orderly flow of court proceedings, as required.
- Assist with order processing. Provide backup coverage for team members and other departments, as required.
Requirements
Conditions of Employment
Applicants must be a U.S. citizen or be eligible to work in the United States. The applicant selected will be subject to an FBI fingerprint check or investigation and may be subject to periodic updates. An individual may be hired provisionally pending successful completion of the necessary records checks. The position is subject to mandatory electronic fund transfer (direct deposit) for salary payment (bi-weekly). Employees of the United States District Court are appointed in the excepted service, are considered "At-Will" employees, and serve at the pleasure of the Court. Employees are required to adhere to the Code of Conduct for Judicial Employees which can be found at https://www.uscourts.gov/.
Qualifications
- High school diploma or equivalent.
- One year of specialized experience is required. Specialized experience is defined as progressively responsible clerical or administrative experience requiring the regular and recurring application of clerical procedures that demonstrate the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology and automated software and equipment for word processing, data entry or report generation. Such experience is commonly encountered in law firms, legal counsel offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters or human resources/payroll operations. Education may not be substituted for specialized experience because operational court support positions require hands-on experience to be credited as specialized experience - Candidates should be mature, responsible, poised, possess tact, diplomacy, good judgment, analytical skills, initiative, and excellent customer service skills. The incumbent must have strong verbal and written communication skills and be computer literate, including proficiency with word processing, spreadsheets, Adobe Acrobat, and other basic computer software programs.
- The successful candidate must be a team player and exhibit the highest standards of excellence and integrity, and display always and to all persons, a courteous, professional, and cooperative attitude.
- Familiarity with legal terminology and procedures as well as proficient computer skills, i.e., word processing, is preferred. Prior work experience in a municipal, county, state or federal court is also preferred. A bachelor's degree and/or paralegal certificate from an accredited institution is preferred.
Education
Please read the "Qualifications" section.
Additional information
BENEFITS
A career with the U.S. Government provides employees with a comprehensive benefits package. Federal employees and their families have access to a range of benefits that are designed to make your federal career very rewarding. Federal benefits include paid vacation and sick leave, eleven (11) paid holidays per year, and retirement benefits. Optional benefits include health and life insurance, disability insurance, long term care insurance, dental and vision insurance, and participation in the court's flexible benefits program.
Benefits
Review our benefits
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Please read the "Next steps" section for more information.
Benefits
Review our benefits
Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
Please read the "How to Apply" section.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
APPLICATION PROCEDURES
Qualified applicants should submit a complete packet consisting of:Only qualified applicants will be considered for this position. Applicants selected for interviews must travel at their own expense. Incomplete packets will not be considered. Email your complete packet to: jobs@arwd.uscourts.gov (single PDF document preferred). Please reference the vacancy announcement number and title in the subject of the email.- Letter of interest that clearly outlines how your skills, education, and experience relates to the job duties.
- Current and detailed resume.
- Names and contact information of three (3) professional references.
- Completed Application for Judicial Branch Federal Employment (Form AO-78). This form may be downloaded from the U.S. Courts website: https://www.uscourts.gov/forms-rules/forms/application-judicial-branch-federal-employment.
Agency contact information
Human ResourcesEmailjobs@arwd.uscourts.govAddressUnited States District Court - Western District of Arkansas
30 S. 6th Street, Suite 1038
Fort Smith, AR 72901
USNext steps
The Court reserves the right to modify the conditions of this job announcement or withdraw the announcement, which may occur without prior written or other notice. If a subsequent vacancy of the same position becomes available within a reasonable timeframe of the original announcement, the Clerk of Court may elect to select a candidate from the original qualified applicant pool.
The United States District Court for the Western District of Arkansas is an Equal Employment Opportunity Employer and values diversity in the workplace.
https://www.arwd.uscourts.gov/.Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Criminal history inquiries
- Equal Employment Opportunity (EEO) Policy
- Financial suitability
- New employee probationary period
- Privacy Act
- Reasonable accommodation policy
- Selective Service
- Signature and false statements
- Social security number request
Required Documents
Please read the "How to Apply" section.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
This job is open to
- The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Clarification from the agency
Open until filled. Applications received by Friday, February 14, 2025 will be given preference.
