What are the responsibilities and job description for the Operations Manager position at U.S. Courts?

Summary

The United States Court of Appeals for the Federal Circuit (CAFC) is unique among the thirteen Circuit Courts of Appeal. It has nationwide jurisdiction in a variety of subject areas, including international trade, government contracts, patents, trademarks, certain money claims against the United States government, federal personnel, veterans' benefits, and public safety officers' benefits claims. For additional information about our court please click here.

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 to all US Citizens and those eligible to work in the United States. This announcement is open until filled. A FBI Background; Master Background Investigation High Sensitive is required for this position.

Duties

Responsibilities include, but are not limited to :

Functional Management : Manage, develop, and mentor supervisory, professional, administrative, and operational staff involved in court operational activities, including establishing standards, assigning and reviewing work, evaluating performance, and handling disciplinary actions. Oversee the following functional areas : intake, case processing and management, courtroom management and support, records management, operations training, and operations support. Establish work procedures, conduct staff meetings, provide information, delegate work fairly and consistently, and reallocate staff as needed. Adjust priorities and deadlines, as needed, for the completion of goals and coordinate work schedules and coverage needs within functional areas of responsibility. Oversee work products and processes and provide guidance as required. Monitor and evaluate the quality of work, level of compliance, and staff activities within the Clerk's Office. Ensure employees receive process and procedural systems training, including initial, updated, or remedial training.

Operations Management : Manage court operations through coordinating and communicating office procedures with supervisors, court executives, judges, and chambers staff. Establish and monitor programs which implement change management and quality management techniques. Consult with and provide advice, guidance, and recommended action to judges, senior managers, and staff of the court regarding all Clerk's Office operations and supporting processes and systems. Organize work processes to optimize the use of time and resources, ensuring results meet expectations. Use statistical reports and analysis to monitor the management of cases and Clerk's Office processes and take appropriate action. Develop, review, and implement operational policies and procedures for the Clerk's Office. Adjust officewide priorities and deadlines, as needed, for the completion of goals and coordinate work schedules and coverage needs across all Clerk's Office areas. Communicate and respond directly to requests from judges, court executives and managers, and staff of the court as needed.

Strategic Planning and Management : Initiate, develop, direct, and supervise long- and short-term projects and strategic planning management regarding the efficient functioning of the Clerk's Office and implementing and monitoring of strategic and project plans for the accomplishment of goals. Initiate, recommend, and assist with the development of strategies, plans, actions, policies, standards, rules, and procedures related to Clerk's Office operations, including the electronic case management system. Identify, prepare, recommend, and review changes to court policies and procedures impacting court operations. Research and analyze data, prepare comprehensive reports and presentations, and develop and implement programs. Develop and facilitate presentations, including visual presentations, for judges or staff regarding special projects or topics. Coordinate and facilitate court-wide and unit-specific advisory groups, working teams, project teams or meetings of similar groups impacting Clerk's Office operations. Represent the court as needed in judiciary-wide initiatives, meetings, and conferences.

Continuity Support : Plan and implement processes and protocols to ensure business continuity of essential functions consistent with the court's emergency planning and preparedness program. Serve as primary deputy-in-charge in the absence of the Chief Deputy Clerk and provide backup coverage, after-hours, emergency, and continuity of operations support, as needed.

Supervisory Deputy Clerk Responsibilities : Communicate and respond to judges, chambers staff, and management requests regarding court operations. Answer procedural questions for judges, staff, and the public. Communicate clearly and effectively, both orally and in writing, to explain complex operational matters and concepts to individuals and groups with varying experience and backgrounds. Interact effectively with the public and staff, providing good customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures. Facilitate, mediate, and negotiate complex and sensitive matters with judges, managers, unit executives, supervisors, and court staff, while maintaining confidentiality. Develop, implement, and maintain written procedures for assigned functions. Support office financial processes and court sessions, as needed. Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Demonstrate sound ethics and good judgment at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.

Requirements

Conditions of Employment

Only those applicants selected for an interview will be contacted and must travel at their own expense. Reimbursement for relocation is not available. The court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.

The position will report to downtown Washington, DC; however, telework may be available on an ad hoc basis and / or according to agency policy. Employees of the United States Court of Appeals for the Federal Circuit are excepted service appointments. Federal government civil service classifications or regulations do not apply. All offers of employment are provisional pending successful completion of a background check or investigation and a favorable employment suitability determination. This position is subject to Electronic Funds Transfer (EFT) for payroll deposit.

Must be a U.S. citizen or eligible to work in the United States. Non-citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C.§ 1324b(a)(3)(B). Under 8 U.S.C.§1324b(a)(3)(B), a lawful permanent resident seeking citizenship may not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non-citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so.

Qualifications

At a minimum, candidates must possess a bachelor's degree from an accredited college or university and five (5) years of administrative, technical, or professional work that included at least two (2) years of supervisory or managerial experience that provided an opportunity to gain skill in developing the interpersonal work relationships needed to lead a team of employees; the ability to exercise mature judgement; and, thorough knowledge of the basic concepts, principles, and theories of management and the ability to understand the managerial policies applicable to this position. For appointment at the CL-31, at least one year of the required experience must be at the CL-30 (GS 14) or equivalent.

Required Competencies

Experience working in the federal or state judiciary.

Comprehensive knowledge of case administration and management processes and electronic case filing systems.

Demonstrated experience with data analytics.

Experience using Microsoft 365 applications, including SharePoint, in an office environment.

Demonstrated experience with project management.

Preferred Qualifications

Completion of a postgraduate degree from an accredited college or university in a relevant field, such as public administration, business administration, operations management, or law.

Completion of a Federal Judicial Center leadership or management training program.

Completion of a National Center for State Courts certification program (CCM, CCE, ICM Fellow).

Demonstrated ability to work in a fast-paced and frequently changing environment.

Demonstrated strong writing and editing abilities in a professional environment.

Experience in applying process improvement, quality management, or similar methods to improve or enhance court operations.

Demonstrated ability to coordinate and interact with a wide range of stakeholders, including judicial officers or senior executive leadership.

Education

At a minimum, candidates must possess a bachelor's degree from an accredited college or university.

Additional information

The candidate selected for this position will be eligible for a generous federal employee benefits package which includes :

Paid vacation and sick leave, paid parental leave, and 11 paid federal holidays per year.

Optional participation in Federal Employees Health Benefits plans (health, dental and vision); Federal Employees Group Life Insurance; Flexible Benefits Program; Long-Term Care Insurance.

Public transportation subsidy, on-site fitness center, Employee Assistance Program (EAP).

Participation in the Federal Employees Retirement System (FERS). Optional participation in Thrift Savings Plan (up to 5% employer matched contributions).

Public Service Loan Forgiveness program pursuant to the term of the (PSLF) program.

Additional benefits information can be found at https : / / www.uscourts.gov / careers / benefits.

Other Information

Only those applicants selected for an interview will be contacted and must travel at their own expense. Reimbursement for relocation is not available.

The court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.

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.

Applicants will also be evaluated based upon review of their qualifications and the application package.

Benefits

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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.

Cover letter, rsum, Academic Transcripts or Diploma, and completion of the provided online application (AO 78) and testing modules. See instructions for "How to Apply."

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

To be considered application packages must include :

Cover letter of no more than two pages, wherein the applicant describes the knowledge, skills, abilities, and or experience that would make the candidate well qualified to fill this position.

Rsum outlining educational background, employment history, and other relevant information.

A sample portfolio of no more than ten pages highlighting prior event planning or management experience. The samples must be solely the work product of the applicant.

Completion of the online AO-78, Federal Judicial Branch Application for Employment.

Completion of the online aptitude test and personality assessment.

Once you have the cover letter, rsum, and sample portfolio (items 1, 2, and 3 above) readily accessible in PDF format, follow the below link to submit your files and complete the online AO-78 and online tests (items 4 and 5 above) : https : / / www.ondemandassessment.com / link / index / JB-CQEL39DN1?u=1142493.

Applicants who require an exception to the online application may contact Human Resources to request an alternate method using the following email : hr@cafc.uscourts.gov . Applications submitted to this email address will not be reviewed.

Agency contact information

Human Resources

HR@cafc.uscourts.gov

Address

US Court of Appeals for the Federal Circuit

717 Madison Place, N.W.

Suite 410

Human Resources

Washington, DC 20439

Next steps

Applicants selected for an interview will be contacted.

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

Cover letter, rsum, Academic Transcripts or Diploma, and completion of the provided online application (AO 78) and testing modules. See instructions for "How to Apply."

If you are relying on your education to meet qualification requirements :

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

To be considered application packages must include :

Cover letter of no more than two pages, wherein the applicant describes the knowledge, skills, abilities, and or experience that would make the candidate well qualified to fill this position.

Rsum outlining educational background, employment history, and other relevant information.

A sample portfolio of no more than ten pages highlighting prior event planning or management experience. The samples must be solely the work product of the applicant.

Completion of the online AO-78, Federal Judicial Branch Application for Employment.

Completion of the online aptitude test and personality assessment.

Agency contact information

Human Resources

HR@cafc.uscourts.gov

Address

US Court of Appeals for the Federal Circuit

717 Madison Place, N.W.

Suite 410

Human Resources

Washington, DC 20439

Next steps

Applicants selected for an interview will be contacted.

Fair & 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

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