Operations Specialist

Overview of the Position: The U.S. District Court for the Northern District of Illinois is now accepting applications for two Operations Specialists at the entry level with promotional potential upon successful training up to the target grade. Consideration will only be given to those who apply through the court’s online applicant tracking system and submit a cover letter, resume, and two professional references. At the entry level, the Operations Specialist performs a range of duties including receiving payments, assignment of cases, and mail screening. Once trained in the entry level, an Operations Specialist could advance to learn docketing of case filings and auditing of those files to ensure that they follow the court’s requirements. Once fully trained on docketing and auditing, the Operations Specialist can apply to learn to substitute as a courtroom deputy, support judges by attending court proceedings, recording pertinent results for minutes, and managing case documents. The progression through the grades is at the candidate’s pace based on their initiative and ability to master the skills required to advance. This position offers excellent opportunity for advancement, career growth and work life balance. Position Duties and Responsibilities At the CL 24 Level: Receives payments from customers in the form of cash/checks for bonds, fines, and fees, and daily balancing of monies collected, deposits funds collected pursuant to the court’s policy and procedures. Reconciles and deposits money received by the court. Complies with internal controls. Works in mailroom picking up, sorting, delivering and metering mail. Verifies that attorneys are admitted to practice before the court, provides files or copies of documents upon request. Assigns new civil and criminal cases. Processes requests for certified copies, assigns case numbers and judges, indictments, prisoner correspondence, responds to attorney certificate requests, scans documents to be placed on the record. At the CL 25 Level: Prepares and issues to appropriate parties such items as summons/writs, notices, judgments and orders; makes summary entries of pleadings, petitions, motions, complaints, minute orders, and proceedings on the Case Management/Electronic Case Files (CM/ECF) docket. Answering inquiries about the status of cases; assisting the public by answering case related inquiries and providing electronic filing assistance in a customer friendly manner. Places documents received correctly on the record and audits documents placed by others (attorneys, court staff) on the record to ensure they conform with all court guidelines and requirements. Closing cases upon receipt of terminating documents, such as judgments and closing orders. Auditing electronic filings and providing feedback to customers; auditing internal documents and ensuring necessary follow-up; and assigning judges to cases. Processes sealed materials and sealed access as required. At the CL 26 Level: Assists with the orderly flow of proceedings including, but not limited to, setting up the courtroom, assuring presence of all necessary participants, managing exhibits and taking notes of proceedings, rulings, and preparing minute entries. On a limited and specified basis, maintains the control of cases assigned to the judge. Maintains record of the cases assigned to the judge as they are filed and examines all papers filed in an action assigned to the judge to determine whether they conform to the rules of practice. Periodically calendars and regulates the movement of cases by fixing (or by resetting when necessary) dates and times for hearings on motions, pretrial hearings and trials, notifying counsel accordingly, and follows the cases through until conclusion. Periodically performs courtroom functions required by a judicial officer. Confers with attorneys, acting as liaison between the judge and counsel. Acts as a source of information to attorneys on the special procedures of the judge, answers procedural questions, and assists with compliance. Maintains contact with attorneys regarding the status of cases. Processes criminal and civil legal documents, both sealed and unsealed, and makes summary entries of pleadings, petitions, motions, complaints, orders, and proceedings on the docket. At All Levels: Performs other duties as assigned. Qualification The candidate must have strong customer service skills to succeed in this position. A successful candidate must have the ability to provide clear and detailed oral and written instructions, strong organizational skills, the ability to prioritize work, proper grammar usage, and the ability to edit efficiently. A general knowledge and understanding of the rules and procedures of courtroom operations, legal terminology, and how other processes of the clerk’s office relates to the work is desired but not required. The candidate must have the ability to pay attention to detail, as it is an essential skill in the position. The ability to successfully use automated computer systems, such as Word, Outlook, CM/ECF, PACER, and other data entry systems are required. Candidates must have one year of experience at the lower classification level to qualify for the next higher classification. While a candidate with a bachelor’s degree is preferred, all candidates are required to have an associate degree. A paralegal degree and/or paralegal experience is also a preference for the position. The successful candidate must be able to display professional and positive demeanor and appearance appropriate for a court environment (business/office wear-professional). How To Apply Consideration will only be given to those who apply through the court's online applicant tracking system and provide a cover letter, resume, and two professional references by Aug. 23, 2024. To view openings and to apply, visit our applicant tracking system at: ILND Jobs. Due to the volume of applications received, the court will only communicate with those applicants who will be interviewed. Applicants selected for interviews will be communicated to only through email and must travel at their own expense and relocation expenses will not be reimbursed. Applicants will be screened to determine their experience and qualifications. All new employees must be fully vaccinated (i.e., at least two weeks after last dose) for COVID-19 and, prior to starting with the Clerk’s Office, present proof of vaccination or submit a request in writing for an exemption to this requirement based on a sincerely held religious belief or medical condition. The U.S. District Court requires employees to follow the Code of Conduct for Judicial Employees. Reference checks with current and former employers will be conducted. Only qualified applicants will be considered for this position. A preliminary background investigation with law enforcement agencies, including fingerprint and criminal record check will be conducted as a condition of employment. Unsatisfactory results may result in termination of employment. The selected candidate will be subject to an FBI fingerprint check as a condition of employment and may be subject to periodic updates. The federal Judiciary is an Equal Employment Opportunity employer. #J-18808-Ljbffr