Case Administration Specialist

**Please visit https://forms.cod.uscourts.gov/recruitment/position/4 to submit your application packet**

Do you enjoy teamwork, service and being part of something bigger than yourself? If so, the U.S. District Court might be the right place for you. We are publicly funded by people just like you and me – U.S. taxpayers – so, we can’t offer pay and perks you might find in the private sector. However, what we do offer is steady pay, work-life balance, great health/dental/vision benefits, 11 paid holidays off, one of the best 401(k) plans around with a 5% match, a genuine defined pension, tuition reimbursement, telework and a free annual public transportation pass. If that’s not enough, you will be part of providing equal access to justice for all.

We are a part of the judicial branch, one of the three separate branches of the federal government. We independently set our own employment policies such as remote work and performance management. We value our employees' individualism and continue to strive towards a diverse, equitable and inclusive workplace.

The Clerk’s Office of the United States District Court for the District of Colorado is accepting applications for a Case Administration Specialist. The Case Administration Specialist is primarily assigned to support a select group of judges but is also available for assignment to any judicial officer in the district. This position is primarily in-office although telework may become available at supervisor’s discretion.

The Clerk’s Office of the U.S. District Court for the District of Colorado provides effective and efficient administrative and case management assistance and support to the judicial officers of the Court as well as to all others requiring services of the Court. The Case Administration Specialist is primarily responsible for maintaining and processing case information and managing the progression of cases from opening to final disposition in accordance with approved internal controls, procedures and rules. This position reports directly to the Case Administration Supervisor and operates out of the Clerk’s Office located in Denver, Colorado. Learn more about the United States Courts here.

REPRESENTATIVE DUTIES

The representative duties of this position include but are not limited to:

• Manage civil and criminal cases from opening to closing. Responsible for accuracy of the court docket including 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. Manage cases to ensure timely progression. Process notices of appeal and appeal-related documents. Perform quality control on attorney and staff- docketed entries. Docket court orders and provide backup coverage for team members and other departments as required.

• Prepare and analyze required reports. Check data from reports to meet quality assurance standards.

• Check for prior or prohibited filings. Verify attorney’s authority to practice. Monitor for release of exhibits and sealed document. 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.

• 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 that deadlines are met or terminated before filing the closing order.

• Scan and convert documents filed over the counter and received by mail 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.

• Test new procedures and processes and provide feedback. Provide noticing as required by law. Maintain mailing records.

• Train incoming Case Administration Specialists on position’s duties and provide appropriate support during onboarding process.

• Communicate and respond to all requests. Answer procedural questions for judges, staff and the public. Provide customer service and resolve difficulties while complying with regulations, rules and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Always demonstrate sound ethics and good judgment. Handle confidential and sensitive information appropriately.

MINIMUM QUALIFICATIONS

The successful applicant must be a high school graduate (or equivalent) and must have two years of general experience and one year of specialized experience to work at CL-24.

General experience is defined as progressively responsible clerical, office or other work that indicates the possession of or the ability to acquire the particular knowledge and skills needed to perform the duties of the position.

Specialized experience is 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 above the high school level may be substituted for required general experience on the basis of one academic year (30 semesters or 45 quarter hours) equals one year of general experience.

PREFERRED QUALIFICATIONS

Preference will be given to applicants who are college graduates, have specialized experience in a court (i.e. Federal, State or Municipal courts), experience using Case Management/Electronic Case Filing (CM/ECF), Adobe Acrobat and Microsoft Office products and experience working with audio visual technology to include video conferencing, telecommunications and audio system equipment.

The ideal applicant will possess the following: outstanding customer service skills; the ability to prioritize; excellent written and verbal communication skills; and the ability to consistently maintain a professional appearance and demeanor. The applicant must be a self-starter who shows initiative and accountability, is open to immediate feedback, and is willing to learn from past mistakes. Flexibility and the ability to work harmoniously with others in a team-based organization are essential.

The successful candidate will take pride in their work with accuracy and strong attention to detail being critical requirements of the position. The applicant must be able to read, understand and follow detailed procedures and retain that knowledge. Additionally, the applicant must be able to work efficiently and effectively in a fast-paced environment while managing numerous and diverse legal issues.

BENEFITS

A generous benefits package is available and includes the following:

• 13 days of paid vacation leave for first three years (increases with tenure)

• 13 days of sick leave

• 11 paid holidays

• 12 weeks paid parental leave after one year

• Retirement benefits and Thrift Savings Plan (TSP) with government match up to 5%

• Health and group life Insurance, dental, and vision

• Flexible spending accounts (Health, Dependent, Parking)

• RTD Eco Pass (if budget permits)

• On-site fitness facilities

• Employee Assistance Programs (EAP)

• Student loan forgiveness to qualified persons, pursuant to the terms of the Public Service Loan Forgiveness (PSLF) program

See the complete list of benefits on our employment website https://www.cod.uscourts.gov/HR/EmploymentOpportunities.aspx

ADDITIONAL INFORMATION

The court may administer pre-screen assessments to assist in the screening process. This position is subject to a mandatory Electronic Fund Transfer (EFT) for payroll direct deposit. Employees are considered at-will and are not covered by federal civil service classifications or regulations. Immigration law requires public employers to hire individuals who are lawful permanent residents (i.e., green card holder) seeking U.S. citizenship. Candidates are not required to complete questions 18-20 on form AO-78 regarding criminal history. Criminal history is not in itself disqualifying. All available information, past and present, favorable and unfavorable, about the reliability and trustworthiness of an individual will be considered when making an employment suitability determination. All compensation and promotions are subject to final approval by the Administrative Office of the U.S. Courts.

THE FEDERAL JUDICIARY IS AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $49,840.00 - $89,494.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Loan forgiveness
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person