Case Administrator / Intake Clerk at United States District Court for the Western District of Washington in Tacoma, Washington

Job Description:

UNITED STATES DISTRICT COURT
WESTERN DISTRICT OF WASHINGTON

CASE ADMINISTRATOR/INTAKE CLERK

ANNOUNCEMENT NUMBER: 24-WAW-16

ANNOUNCEMENT DATE: February 27, 2024

CLOSING DATE: Open until filled; preference given to resumes received by March 24, 2024

The United States District Court for the Western District of Washington is a career-oriented
organization focused on providing exceptional service to the Court, the legal community and
the public. We are accepting resumes for a Case Administrator/Intake Clerk position. The
ideal candidate is well organized, detail oriented, possesses exceptional interpersonal skills
and enjoys working with the public.

The Case Administrator/Intake Clerk is part of a self-directed team. The team participates in
recruiting, and is responsible for training and performance evaluations. The team develops
quality standards, plans and distributes work, and handles leave and coverage issues. This
requires responsibility, flexibility and a desire to work collaboratively within the team and the
Clerk’s Office as a whole.

This position is located in the office of the Clerk of Court at the federal Courthouse in Tacoma,
Washington. This position requires some in-office coverage in the Courthouse; however, the
Court has a flexible telework policy which allows for routine telework.

REPRESENTATIVE DUTIES

• Provide exceptional customer service to the public, attorneys, and visitors to the Court, whether in person or over the telephone while providing accurate answers to questions regarding procedural information, the case docket, or general court information.
• Responsible for maintaining the accuracy and completeness of official case records from opening to final disposition, while ensuring the integrity and efficiency of the U.S. District Court’s case information database by providing quality assurance of all electronic entries.
• Review filed documents for conformity with rules and regulations. Make summary entries of all documents and proceedings on the docket. Distribute orders, notices, and judgments when entered on the docket. Prepare and issues summons and warrants upon order of the Court.
• Responsible for filing, scanning, and indexing documents on any new or ongoing action for civil, criminal, and appeals, using manual and automated processes.
• Screen and file-stamp incoming documents; research and resolve special problems related to case filings, answer written inquiries, perform data entry into case management system, and ensure compliance.
• Open, review, and distribute mail; log remittances; write receipts for payments made; and reconcile transactions in accordance with internal controls policies and procedures. Assist with processing outgoing mail.
• Provide assistance as needed with jury operations.
• As part of a self-managed team, participates in the hiring, training and orientating new staff/team members. Assist with training current staff on new procedures as needed.

QUALIFICATIONS

• High school diploma or equivalent; and a minimum of two years of progressively responsible administrative, technical or professional experience;
• Knowledge of Microsoft Office Suite and strong computer and analytical skills.
• Experience with virtual meeting platforms such as Zoom or WebEx.
• Proven experience in handling multiple workload demands while maintaining a high level of concentration, accuracy and attention to detail;
• Ability to communicate information clearly and professionally with a variety of people, including Judges, court personnel, attorneys, jurors, and pro se litigants;
• Ability to maintain confidentiality, demonstrate sound judgment, and handle sensitive material with a calm, professional, friendly and patient demeanor;
• Ability to research complex issues and be familiar with a variety of internal and external resources;
• Have a strong sense of personal and professional integrity;
• Excellent customer service, organization, and time management skills.
• Capable of adapting to a demanding fast paced work environment.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree.
• Current or prior judiciary experience.
• Proficiency with a wide range of technology, including SharePoint and Adobe Acrobat.
• Knowledge of CM/ECF, the Judiciary’s automated case management system.

SALARY RANGE

Court Personnel System Classification Level:
CL24, Step 1 – 61, $48,613 - $79,065
CL25, Step 1 – 61, $53,711 - $87,303

Depending on experience and qualifications; additional promotional potential without further
recruitment.

BENEFITS

The District Court offers a generous benefit package, competitive salary, and a dedication to
work/life balance including flexible schedules, ORCA transit passes, and telework
opportunities. Judiciary employees participate in the Federal Employees Retirement System,
Thrift Savings Plan (similar to a 401K), health and life insurance benefits, annual and sick leave
accrual, and eleven paid holidays per year. Judiciary employees are not covered by the Office
of Personnel Management’s civil service classification system or regulations. For additional
information on employment with the federal courts, please visit www.uscourts.gov.

APPLICATION INSTRUCTIONS

Qualified applicants must submit the following:

• Cover Letter
• Resume
• Completed AO78 Form Application for Federal Employment - * For this vacancy announcement (24-WAW-16), you do not need to complete the optional background information – questions 18, 19, and 20.

Attachments must be submitted as Microsoft Word (DOC) or Adobe Acrobat (PDF) files. Other
formats are not acceptable. Applications will only be considered complete when the required
attachments, with the required information in the appropriate format, are received by
Human Resources. Incomplete applications and/or attachments received after the closing
date may not be considered in the recruitment process. Application materials can be
submitted via e-mail to: seattle_personnel@wawd.uscourts.gov

INFORMATION FOR APPLICANTS

Only qualified applicants will be considered for this position. Applicants must be United States citizens or eligible to work in the United States. Employees of the United States District
Court are considered “at will” employees. Applicants selected for interviews must travel (for
in-person interviews) or connect via Zoom (for remote interviews) at their own expense.

The United States District Court requires employees to follow a code of conduct which is
available upon request. Reference checks with current and former employers will be
conducted on top candidates. A background investigation with law enforcement agencies,
including fingerprint and criminal record checks, will be conducted as a condition of
employment. Any applicant selected for a position will be hired provisionally pending
successful completion of the investigation. Unsatisfactory results may result in termination of
employment.

The Federal Financial Management Reform Act requires direct deposit of federal wages.

The United States District Court for the Western District of Washington is an Equal
Opportunity Employer. We encourage applications from all qualified individuals and seek a
diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and
expression, sexual orientation, age, languages spoken, veteran’s status, disability, religion,
and socio-economic circumstance.

The Court provides reasonable accommodations to applicants with disabilities. If you need a
reasonable accommodation, please notify Human Resources. The decision on granting
reasonable accommodations will be made on a case-by-case basis.

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, any of which may
occur without prior written or other notice. If a position becomes vacant in a similar
classification, within a reasonable time from the original announcement, the Clerk’s Office
may select a candidate from the applicants who responded to the original announcement
without posting the job announcement again. More than one position may be filled from this
announcement.

The United States District Court is an equal opportunity employer and values diversity in the work place.

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