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Case Administrator

Classification level:
CL 25/01 - 25/61
Salary:
$49,361 - $80,265
Open date:
Close date: Open until filled

POSITION OVERVIEW

 

The United States District Court for the Middle District of Alabama is recruiting for the position of Case Administrator. This position is on the staff of the Clerk of Court. The incumbent makes summary entries by computerized means of all documents and proceedings on the docket, including, but not limited to pleadings, petitions, motions, complaints, minutes, and orders. Assist in case management by ensuring that all automated entries are appropriately linked for proper case management. Reviews and corrects, as necessary, entries made by attorneys and others. Prepares and transmits notices, judgments, and orders to appropriate parties. Answers inquiries about case status. Maintains files. Closes cases upon receipt of terminating documents, such as judgments and closing orders. The typical work schedule for this position is Monday through Friday 8:00 am until 5:00 pm. This is an on-site position located in Montgomery, Alabama that reports to the Counsel to the Clerk of Court/Director of Court Services.

 

REPRESENTATIVE DUTIES

 

  • Act as liaison between the Clerk’s office, the bar, the public, and the judge to ensure that cases proceed smoothly and efficiently.
  • Review the quality of internally filed documents, ensuring that all orders and automated entries are appropriately and accurately docketed, and make summary entries on the docket of all documents and proceedings.
  • Manages cases and related proceedings 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.
  • Review all electronic filings made by outside users for quality control to ensure that correct documents are filed, required filing fees paid, correct docket entries are used, and take other appropriate corrective action as needed.
  • Assure data from a variety of quality control and exception reports for adherence to quality assurance standards.
  • Assist the pro se parties with case opening and filing of case documents.
  • Process notices of appeals and appeal-related documents. Prepare correspondence related to file inquires, docket sheets, and other file request information. 
  • Review new appeals for jurisdiction and initial docketing issues. 
  • Assist attorneys and the public by telephone and in person providing information regarding case status, archive information, and CM/ECF instruction.
  • Docket initial opening events. Sort, classify, and file case records. Maintain integrity of the filing system by such means as monitoring proper access to records and maintaining timely and accurate filing of documents. 
  • Retrieve files and make copies of records for court personnel, attorneys, and others. Certify court documents and ensure data quality.
  • Accept appropriate documents, inform customers of required fees, receive payments, and issue receipts. Secure funds in cash register, balance cash drawer at the end of the day, and process credit card payments for filed documents.
  • Answer and route incoming calls, prepare case files for tracking, assist the public in the use of computerized databases. Provide information to the public, without providing legal advice.

  • Perform other duties as assigned.

     

QUALIFICATIONS

 

All candidates must have a high school diploma or equivalent. Bachelor’s degree is highly desired. The position requires an ability to communicate information accurately and in a timely manner, and to handle multiple workload demands. The applicant must have at least one year of specialized experience. Specialized experience includes progressively responsible clerical or administrative experience requiring the regular and recurring application of 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. Applicants must also possess effective oral and written communication skills, exercise mature judgment, and have skill in multi‑tasking.

 

The successful candidate should demonstrate:

  • Excellent organizational skills and experience handling multiple tasks and projects
  • The ability to get along well with others
  • Strong verbal and written communication skills and the ability to work effectively with a variety of people, either in person, on the phone, or through electronic communications
  • The ability to work without supervision and take initiative
  • The ability to work with strict deadlines and in fast-paced environment
  • Experience working in Microsoft Office; and

  • Ability to lift up to 25 pounds and to sit or stand for long periods of time with or without accommodation.

     

    BENEFITS


    Employees of the U.S. District Court have access to an excellent benefits package which includes the Federal Employees Retirement System (FERS), Thrift Savings Plan (like 401k), health, life, dental & vision insurance, long-term care insurance, flexible spending program, 11 paid holidays per year, and a leave accrual program. (NOTE: For FERS retirement, employees contribute to the Basic Benefit Plan through payroll deductions and receive a benefit, which is calculated at retirement. Employees appointed on or after January 1, 2014, automatically contribute 4.4% of their base pay each paycheck to the Basic Benefit plan.) Additional information about federal judiciary employee benefits and compensation can be found at https://www.uscourts.gov/careers/benefits.


    ADDITIONAL INFORMATION

     

  • Only qualified applicants will be considered for this position.
  • Applicants must be United States citizens or eligible to work in the United States.
  • Applicants selected for interviews must travel at their own expense.
  • A background investigation with law enforcement agencies, including fingerprint and criminal record check, will be conducted as a condition of employment. Any applicant selected for the position will be hired provisionally pending successful completion of investigation. Unsatisfactory results may result in termination of employment.
  • Judiciary employees are considered “at will” and are not covered by federal civil service classifications or regulations. Employees must adhere to the Code of Conduct for Judicial Employees.
  • All information provided by applicants is subject to verification. Applicants are advised that false statements or omission(s) of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed. Payment of salary is subject to the mandatory electronic fund transfer (direct deposit) to a financial institution.

  • The court reserves the right to modify the conditions of this job announcement, to withdraw the announcement, or to fill the position sooner than the closing date without prior notice.


    APPLICATION PROCESS


    Submit a single PDF document via e-mail to almd_hr@almd.uscourts.gov that includes the following:

  • A cover letter addressing the qualifications, skills, and experience necessary to perform the job;
  • A résumé, including a list of three professional references; and

  • A completed AO 78, Application for Federal Judicial Branch Employment. (AO78 available at https://www.uscourts.gov/forms-rules/forms/application-judicial-branch-federal-employment)

     

    INCOMPLETE SUBMISSIONS AND SUBMISSIONS THAT ARE NOT RECEIVED IN A SINGLE PDF FILE MAY NOT BE CONSIDERED.

     

    The United States District Court, Middle District of Alabama, reserves the right to modify the conditions of this job announcement, to withdraw the job announcement, or to fill the position earlier than the closing date. Any of which may occur without prior written notice.

     

    This Court is an Equal Opportunity / Employment Dispute Resolution (EDR) Employer.