Case Administration Specialist Job at U.S. District Court – District of Arizona – 4.3 Phoenix, AZ

Introduction and Representative Duties

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.


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.

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

Occupational Information


Qualified applicants should have previous and extensive customer service experience involving significant public contact and personal interaction, as well as excellent oral and written communications skills. Must have the ability to independently prioritize and complete multiple tasks in a timely manner and keen attention to detail. Must have the ability to exercise sound judgment, work independently in challenging situations, have a strong work ethic, and the ability to work extended hours, if needed.

To qualify for the CL-24 salary grade level, the successful applicant must be a high school graduate (or equivalent), have two years general experience and must have a minimum of one year of specialized experience at the CL 23.

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. Education above the high school level may be substituted for general experience.

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.

Education may not be substituted for specialized experience because operational court support positions require hands-on experience to be credited as specialized experience.


Federal, state, or municipal court experience.

Case management/electronic case filing experience.

A bachelor’s degree.

How to Apply

In addition to the online application, applicants must submit the following:

Cover letter that supports your work experience as it relates to the position.

Resume that includes complete work and salary history, and education.

Your two most recent performance evaluations (strongly preferred). Letters of recommendation may be substituted if no evaluation is available.

Go to our web site: https://www.governmentjobs.com/careers/azduscourts to submit an online application, including the items listed above.

Attachments should be submitted only as Microsoft Word or Adobe Acrobat (PDF) documents. Other formats are not acceptable.

Applications will be considered complete when the online application and all required attachments (in proper format) are received by the Human Resources Division. Applications and/or attachments received after the closing date may not be considered.

Applicant Information

The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, any of which may occur without prior written or other notice. In the event that a position becomes vacant in a similar classification, within a reasonable time of the original announcement, the court may elect to select a candidate from the applicants who responded to the original announcement without posting the position.

Only qualified applicants will be considered for this position. Employees of the U.S. District Court serve under “Excepted Appointments” and are considered “at will” employees (except for probation officers who may be removed for cause). Federal Civil Service classifications or regulations do not apply; however, court employees are entitled to substantially the same benefits as other Federal Government employees.

Applicants selected for employment will be required to complete a District of Arizona COVID-19 Vaccination Status Attestation form upon hire.

The initial appointment to this position is provisional pending the successful completion of the required background checks and/or investigations. The U.S. District Court is a drug-free workplace and the applicant selected will be required to participate in a drug screening test prior to employment.

All information provided by applicants is subject to verification and background investigation.

Applicants are advised that false statements or omission of information on any application materials or the inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed.

All promotions are subject to the approval of the Administrative Office of the U.S. Courts.

Participation in the interview process will be at the applicants own expense and relocation expenses will not be provided.

The position is subject to the mandatory electronic fund transfer (EFT) participation for payment of net pay (i.e. Direct Deposit).

Non-citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C. §1324b(a)(3)(B). In most cases, this means that an offer of employment cannot be made unless the candidate is a lawful permanent resident who is seeking U.S. citizenship as explained below. Under 8 U.S.C. §1324b(a)(3)(B), a lawful permanent resident seeking citizenship may not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non-citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so.



About the Company

Company: U.S. District Court – District of Arizona – 4.3

Company Location:  Phoenix, AZ

Estimated Salary:

About U.S. District Court - District of Arizona - 4.3