Court Services Coordinator

Court Services Coordinator 

Classification level: CL-25/26

Open date: November 22, 2024 - 7:00am

Salary: $47,966 - $85,844

Closes: Open Until Filled *(first preference given to applications received by 5:00 P.M. CST on 12/6/2024)

POSITION OVERVIEW

The United States District Court for the Middle District of Alabama is accepting applications for the position of Court Services Coordinator. The Court Services Coordinator performs administrative, technical, and professional work related to operations activities of the court. The Court Services Coordinator is fully proficient in all intake duties and is responsible for maintaining and processing case information and managing the progression of cases from opening to final disposition. The Court Services Coordinator reports to the Chief Deputy. The typical work schedule for this position is Monday through Friday 8:00am until 5:00pm and is in Montgomery, Alabama. (Travel and additional hours may be required.)

REPRESENTATIVE DUTIES

• Manage cases from opening to closing in accordance with approved internal controls, procedures, and rules. Manage cases to ensure timely progression, review filed documents to determine conformity, and take appropriate action and follow up with rules, practices, and filing requirements. Ensure docketing deadlines and hearings are captured and that speedy trial data is accurate.
• Perform quality control on attorney-docketed entries. Review Docket Activity Report (DAR) to ensure all orders and automated entries are appropriately docketed and make summary entries on the docket of all documents and proceedings.
• Check for prior or prohibited filings. Verify attorney’s authority to practice. Monitor for release of exhibits and sealed documents. Verify and issue summons.
• Accept, review and process documents. Prepare correspondence regarding file inquiries, docket sheets, and other file request information. Issue summons, writs, warrants, and other documents as needed. 
• Respond to inquiries on case status. Provide information and electronic case filing (ECF) instruction to external customers and provide forms via mail or e-mail as required.
• 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 payments.
• Scan, copy, file, and sort mail. Process e-mail received from electronic filers. Receive and stamp incoming documents. Operate a variety of copying and records equipment.
• Answer and route incoming calls, prepare case files for tracking, and assist the public in the use of computerized databases. Operate a variety of copying and records equipment. Ensure data quality. Provide procedural or case information to the public, bar, and the court.
• Transmit records to appropriate court. Ensure event codes are entered accurately.
• Sort, classify, and file case records. Maintain integrity of the filing system by monitoring proper access to records and maintaining timely and accurate filing of documents. Retrieve files and make copies of records for court personnel, attorneys, and others. Certify court documents and create and process new case files.
• Prepare, ship, and retrieve records from the appropriate Federal Records Center.
• Inform customers of required fees, receive payments, and issue receipts. Secure funds in cash register, balance cash drawer at the end of the day, and process credit card payments for filed documents.
• Provide backup coverage for team members and other departments, as required.
• Perform other duties as assigned.

QUALIFICATIONS

All candidates must have a high school diploma or equivalent. Bachelor’s degree is highly desired. Candidates should have prior court‑related experience and have, or be able to acquire, good knowledge of applicable procedural rules and proficiency in use of the Case Management System, docketing procedures, and Microsoft Office Suite. The position also requires an ability to communicate information accurately and in a timely manner, and to handle multiple workload demands. The applicant must have at least one year of specialized experience. Specialized experience includes progressively responsible clerical or administrative experience requiring the regular and recurring application of 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. Applicants must also possess effective oral and written communication skills, exercise mature judgment, and have skills in multi‑tasking. 

The successful candidate should demonstrate:

• Excellent organizational skills and experience handling multiple tasks and projects.
• Ability to get along well with others.
• Strong oral and written communication skills and the ability to work effectively with a variety of people either in person or on the phone.
• Ability to work without supervision and take initiative.
• Ability to work within strict deadlines and in fast paced environment.
• Experience working in Microsoft Office.
• Ability to lift up to 25 pounds and to sit or stand for long periods of time with or without accommodation.

BENEFITS

Employees of the U.S. District Court have access to an excellent benefits package, which includes the Federal Employees Retirement System (FERS), Thrift Savings Plan (like 401k), health, life, dental & vision insurance, long-term care insurance, flexible spending program, paid federal holidays, and a leave accrual program. (NOTE: For FERS retirement, employees contribute to the Basic Benefit Plan through payroll deductions and receive a benefit, which is calculated at retirement. Employees appointed on or after January 1, 2014, automatically contribute 4.4% of their base pay each paycheck to the Basic Benefit plan.) Additional information about federal judiciary employee benefits and compensation can be found at https://www.uscourts.gov/careers.

ADDITIONAL INFORMATION

• Only qualified applicants will be considered for this position. 
• Applicants must be United States citizens or eligible to work in the United States. 
• Applicants selected for interviews must travel at their own expense. 
• A background investigation with law enforcement agencies, including fingerprint and criminal record check, will be conducted as a condition of employment. Any applicant selected for the position will be hired provisionally pending successful completion of investigation. Unsatisfactory results may result in termination of employment.
• Judiciary employees are considered “at will” and are not covered by federal civil service classifications or regulations. Employees must adhere to the Code of Conduct for Judicial Employees.
• All information provided by applicants is subject to verification. Applicants are advised that false statements or omission(s) of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed.
• Payment of salary is subject to the mandatory electronic fund transfer (direct deposit) to a financial institution.

APPLICATION PROCESS

Submit a single PDF document via e-mail to almd_hr@almd.uscourts.gov that includes the following: 

• A cover letter addressing the qualifications, skills, and experience necessary to perform the job; 

• A resume, including a list of three professional references; and

• A completed AO 78 (available Here), Application for Federal Judicial Branch Employment, including the optional background information section. 

INCOMPLETE SUBMISSIONS AND SUBMISSIONS THAT ARE NOT RECEIVED IN A SINGLE PDF FILE MAY NOT BE CONSIDERED.

The United States District Court for the Middle District of Alabama reserves the right to modify the conditions of this job announcement, to withdraw the job announcement, or to fill the position earlier than the closing date, any of which may occur without prior written notice.

This Court is an Equal Opportunity/EDR Employer.