Case Administrator

The Clerk’s Office of the United States District Court for the Northern District of Iowa is accepting applications for a full-time Case Administrator in the Cedar Rapids, Iowa office. The Case Administrator position is ideal for a highly motivated and energetic individual who is seeking to be part of a great organization.

Reporting directly to the Case Administration Supervisor, case administrators perform a variety of tasks to support the court’s functions. Case administrators rely on the court’s automated system (Case Management/Electronic Filing System (CM/ECF)) to maintain and process case information and manage the progression of civil and criminal cases and related proceedings from opening to final disposition. Case administrators communicate regularly with court staff, attorneys, and others in person, via phone and by email regarding case related matters. The Clerk’s Office maintains offices in Cedar Rapids and Sioux City, Iowa. The Clerk’s Office currently consists of 23 employees and provides administrative support for five Judges and their staff.

REPRESENTATIVE DUTIES:

• Processes new case files. Verifies the statistical opening information in the court’s automated system for accurately reporting cases to the Administrative Office. Ensures event codes are entered accurately. Assigns judge and/or magistrate judge to cases.
• Determines fees required. Informs filers or customers of required fees. Receives payments and issues receipts. Secures funds in cash register and balances cash drawer at the end of the day. Processes credit card payments.
• Verifies attorney’s authority to practice in the court and takes appropriate action if any discrepancies exist.
• Utilizes the court’s automated system to timely and accurately docket documents, orders, and judgments in accordance with specified docketing procedures.
• Performs quality control on all electronically filed civil and criminal documents using system generated reports to ensure compliance with federal and local rules, practices, and filing requirements. Notifies attorneys or filers of errors and deficient filings. Relies on the court’s automated system to ensure that all deficiencies have been remedied. Takes appropriate action if the deficiencies are not remedied.
• Verifies that motions are set before or referred to the appropriate judicial officer (i.e., dispositive motions–district judges, discovery motions–magistrate judges) and makes applicable modifications. Monitors the progression of cases and ensures the efficient movement of cases. Rules on motions as permitted by local rules.
• Issues summons for complaints, amended complaints, etc. Issues writs of garnishment and other process to various parties pursuant to court orders. Issues warrants of arrest and summons in criminal cases.
• Processes print jobs that are generated for filers who do not receive court notices and documents by email and prepares them for mailing via the United States Postal Service.
• Electronically transfers civil cases to other district courts. Transmits records to appropriate courts.
• Maintains the confidentiality of sealed documents. Monitors proper access to records.
• Assists chambers staff with case administration and resolving issues. Works with chambers to process orders efficiently.
• Sets schedules for briefing and record preparation.
• Processes notices of appeal and appeal-related documents. Processes appellate opinions and closes appeals.
• Monitors cases for release of exhibits and sealed documents.
• Prepares and ships records to or retrieves records from the appropriate Federal Records Center.
• Prepares correspondence regarding file inquires, docket sheets, and other file request information.
• Answers numerous in-person and telephone inquiries by routing calls and furnishing information on a wide variety of topics, such as case status and the electronic filing of documents.
• Operates a variety of office equipment
• Scans, copies, files, picks-up, sorts and processes incoming mail. Receives and stamps incoming documents.
• Assists the public in the use of computerized databases.
• Retrieves and makes copies of documents or other court forms for court personnel, attorneys, and others. Certifies court documents.
• Provides back up coverage for other case administrators and other units as required. Provides training or assistance to employees performing case administration duties.
• Assists with management of the court’s calendar, which includes arranging for court interpreters and court reporters as needed.
• Coordinates with jury administrator to ensure the smooth operation of petit and grand jury operations. Assists with the selection, qualification, summoning, check-in, orientation, and management of jurors. Directs jurors to the appropriate courtroom and supports them. Serves as a liaison for the jury administrator with other agencies, outside vendors, and local building management, as requested.
• Performs other duties as assigned. Examples include assisting with securing court appointed counsel, performing courtroom deputy work, etc.

MINIMUM QUALIFICATIONS:

• Applicants must possess a high school diploma or equivalent.
• Additionally, the successful applicant must have two years of general experience, defined as: progressively responsible clerical or administrative experience, such as that obtained in law firms, legal offices, financial institutions, educational facilities, social service organizations, insurance companies, real estate and title offices, corporate headquarters or human resources/payroll operations; experience working in web-based environments; and data entry skills involving the use of automation and specialized terminology.
• The successful applicant must be able to demonstrate that he or she can apply a body of rules, regulations, directives, or laws to a given scenario, and he or she must have the ability to apply concepts to determine the appropriate action to be taken.
• The successful applicant must have excellent computer skills with a demonstrated history of accuracy and quality assurance, and he or she must possess excellent proofreading skills and attention to detail. Because this position involves communication by phone, by email, and in person with the public, chambers staff, and other court users, the successful applicant must possess exceptional verbal and written communication skills.
• Finally, the successful applicant must be self-motivated and dependable; possess excellent organizational, interpersonal, team building, and analytical skills; possess tact, good judgment, and initiative; be able to process a high volume of documents and prioritize and complete multiple tasks on a daily basis; work harmoniously in a team environment to meet the court’s needs; and maintain a professional appearance and demeanor.

PREFERRED QUALIFICATIONS:

• A bachelor’s degree from an accredited college or university and/or completion of a paralegal certificate is highly preferred; prior experience with a federal or state court and/or familiarity with electronic case filing, especially the court’s automated system, is highly desirable.

BENEFITS:

• Benefits include participation in the Federal Employees Retirement System (FERS) and Thrift Savings Plan (similar to 401K plan with employer matching contributions), Federal Employees Health Benefits, Federal Employees Group Life Insurance, Federal Employees Dental and Vision Programs, Flexible Benefits Program, Long Term Care insurance, 11 paid holidays, paid vacation, and sick leave.

Please visit https://www.uscourts.gov/careers/benefits for additional information.

ADDITIONAL INFORMATION:

• The United States District Court requires employees to adhere to a code of conduct and business dress code which is available upon request.
• The Federal Financial Reform Act requires direct deposit of federal wages for Court employees.
• Due to the volume of applications, the Court will only communicate with those individuals who will be interviewed.
• The position will be open until filled and may be closed without further notice.
• All Clerks Office employees are excepted service appointments and as such are “at will” employees that can be terminated with or without cause by the Court at any time and are also subject to continued funding.
• The Court is an equal opportunity employer which encourages minority applicants.
• Hiring of the successful applicant will be contingent upon the satisfactory completion of a background check. Applicants must be a U.S. citizen or eligible to work in the United States.
• The U.S. District Court provides reasonable accommodations to applicants with disabilities.
• Applicants are advised that false statements or omission of information on any application materials or the inability to meet the aforementioned conditions may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.

HOW TO APPLY:

• To be assured consideration for this position, qualified applicants must submit a complete application packet that includes:
  • A letter of interest that refers to the vacancy announcement number and addresses your qualifications and relevant experience;
  •  A current/detailed resume;
  • The names and current contact information for three professional references; and
  • Form AO78, Application for Judicial Branch Employment, which may be obtained at Application for Judicial Branch Federal Employment | United States Courts (uscourts.gov) All application documents should be emailed in one PDF format by clicking apply now. Include the announcement number and position title in the email subject line.

PLEASE NOTE:

• The Court is not authorized to reimburse candidates for travel in connection with an interview or to pay relocation expenses to the successful candidate. Only applicants who are interviewed in person will receive a written response regarding their application. The U.S. District Court reserves the right to modify the conditions of this job announcement or to withdrawal the announcement without written notice to the applicants. If a subsequent vacancy of the same position becomes available within a reasonable time of the original announcement, the U.S. District Court may elect to select a candidate from the original qualified applicant pool. The United States Courts is an Equal Employment Opportunity employer.