Case Administrator/Courtroom Deputy

Summary

A Case Administrator/Courtroom Deputy manages the progression of civil and criminal cases and related proceedings from opening to final disposition and performs courtroom functions such as logging/recording court proceedings and processing orders. The incumbent is fully proficient in administration and maintenance of the official case records. Open until filled-first deadline to submit applications is September 11, 2026.

Duties

• The incumbent performs docketing, monitors the completion of the required procedural steps, and performs the necessary noticing and administrative and clerical tasks. The Case Administrator/Courtroom Deputy assists with courtroom proceedings, prepares case documents for appeal, reviews filed documents to determine conformity, takes appropriate action, and ensures that all orders and automated entries are appropriately and accurately docketed. Representative Duties include: Manage civil and criminal cases 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. Manage cases to ensure timely progression. Process notices of appeal and appeal-related documents. Perform quality control on attorney-docketed entries. Prepare and analyze required reports. Check data from reports in order to meet quality assurance standards. Check for prior or prohibited filings. Verify attorney's authority to practice. Monitor for release of exhibits and sealed documents. Verify and issue summons. Attend and record court proceedings, organize exhibits, including setting up and troubleshooting electronic evidence presentation systems, and assist with the orderly flow of court proceedings, as required. Respond to inquiries on case status. Provide information and electronic case filing (ECF) instruction to external customers. Inform customers of required fees. Receive payments and issues receipts. Secure funds in cash register. Balance cash drawer at the end of the day. Process credit card payments. 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 deadlines are met before generating the closing order. Scan and convert documents filed over the counter 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. Assist the public with electronic and paper files. Conduct case research as required. Provide archive information for closed cases. Provide file copies as requested. Test new procedures and processes, provide feedback, take initiative to improve service and provide assistance to other team members. Promote good stewardship of government time, property, money, and resources. Perform other duties as assigned.

Qualifications

Minimum Qualifications: Interested applicants must have a high school diploma and a minimum of three years of progressively responsible clerical or administrative experience demonstrating 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. The ideal candidate must possess excellent customer service, communication, teamwork and interpersonal skills; attention to detail, organizational and problem-solving skills; possess a positive work attitude; maintain a professional demeanor; and consistently demonstrate sound ethics and judgment. Preferred Qualifications: Preferred qualifications but not required are a bachelor's degree from an accredited college or university and/or experience in a federal or state court system or other business or legal field. Ability to make independent decisions to resolve problems, questions and court-related issues based on knowledge and experience. Excellent clerical and organizational skills, ability to communicate well with others, orally and in writing and interact professionally with co-workers and all segments of the legal community and public. General computer knowledge including skills in word processing, scanning and uploading of pdf documents, email, and web browsers.

Requirements

Applicants must be United States Citizens or eligible to work in the United States. Electronic Fund Transfer (EFT) for payroll deposit is required. The selected candidate will be subject to a background check that includes an FBI fingerprint check as a condition of employment. Veterans' preference is not a factor used in Judicial Branch appointments. Employees of the U.S. District Court are "At Will" employees and are required to adhere to a Code of Conduct of Judicial Employees, which is available to candidates for review on our website at www.wvnd.uscourts.gov/ Position may require travel.

Education

High School diploma or the equivalent.

How to apply

Application Procedure: Qualified applicants must submit one PDF file with a completed Application for Judicial Branch Federal Employment (AO 78), a cover letter and a resume with professional references. The PDF file should be sent to [email protected]. Incomplete applications and packets not in one PDF file will not be accepted.