Case Administration Specialist

U.S. District Court•Phoenix and Tucson, AZ

20h•Onsite

About The Position

The Case Administration Specialist is located in the Clerk’s Office. The incumbent is often the first point of contact, both in person and on the telephone with the bench, bar and public. The successful candidate will learn civil and criminal case processing from both an administrative and operational standpoint. Strong analytical, interpersonal, and communication skills are essential. This position offers an opportunity for a motivated and competent individual to gain the broad range of experience and exposure necessary to become competitive for positions of greater responsibility within the judiciary.

Requirements

Previous and extensive customer service experience involving significant public contact and personal interaction.
Excellent oral and written communications skills.
Ability to independently prioritize and complete multiple tasks in a timely manner.
Keen attention to detail.
Ability to exercise sound judgment.
Ability to work independently in challenging situations.
Strong work ethic.
Ability to work extended hours, if needed.
High school graduate (or equivalent).
Two years general experience.
A minimum of one year of specialized experience at the CL 23 (or equivalent).
Generalized experience is progressively responsible clerical, office, or other work that indicates the possession of or the ability to acquire the particular knowledge and skills necessary to do the job.
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, local and state court systems, and educational institutions.

Nice To Haves

Federal, state, or municipal court experience.
Case management/electronic case filing experience.
A bachelor’s degree.

Responsibilities

Answer incoming calls and furnish information to the public, bar, and the court.
Act as first and/or second level Electronic Case Filing (ECF) Help Desk for internal and external customers.
Accept, review and docket documents.
Perform quality control on attorney-docketed entries.
Review filed documents to determine conformity with appropriate rules, practices, and/or court requirements and take appropriate action.
Check for prior or prohibited filing.
Create and process new case files.
Assign case numbers to judges and/or magistrate judges on a random basis.
Review the case opening paperwork to ensure proper compliance with the rules and verify the status of related cases.
Opens civil cases in ECF filed by pro se parties including prisoner’s cases.
Prepares and electronically files judgments in civil cases, pursuant to the Federal Rules of Procedure or court orders.
Opens criminal cases from the indictment or information, including merging cases filed before a magistrate judge, and issues warrants, summonses, or notices to appear, enters judgments and closes cases.
Verify attorney’s authority to practice before the court.
Prepare correspondence in response to inquiries from attorneys, attorney services, pro se litigants and prisoners.
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 forward copies to court personnel, attorneys and others.
Certify court documents and ensure data quality.
Review filed documents to ensure complete and legible images in ECF before destruction.
Prepare, ship, and retrieve records from the appropriate Federal Records Center.
Scan, copy, file, pick-up, and sort mail.
Process mail.
Process e-mail.
Maintain mail meter and meter log.
Receive and stamp incoming documents.
Maintain court files.
Perform other duties as assigned.