Case Administrator/Courtroom Deputy

3 weeks ago


Martinsburg, West Virginia, United States U.S. Courts Full time
Job Summary

The U.S. District Court for the Northern District of West Virginia is seeking a highly skilled Case Administrator/Courtroom Deputy to join their team in the Clerk's Office at the Martinsburg, West Virginia, point of holding court. As a key member of the court staff, this individual will be responsible for managing the progression of civil and criminal cases and related proceedings from opening to final disposition, as well as performing courtroom functions such as logging/recording court proceedings and processing orders.

Key Responsibilities

The successful candidate will be responsible for:
  • Managing civil and criminal cases from opening to closing, ensuring timely progression and compliance with local and national procedures.
  • Reviewing, identifying, and researching the accuracy, timeliness, and quality of data entered into the case record, making corrections as necessary.
  • Attending and recording judges' court proceedings, managing and organizing exhibits used in court proceedings, and taking notes of proceedings, rulings, notices, and preparing and filing minute entries electronically.
  • Preparing and analyzing required reports, checking data from reports to meet quality assurance standards.
  • Checking for prior or prohibited filings, verifying attorney's authority to practice, monitoring for release of exhibits and sealed documents, and verifying and issuing summonses.
  • Responding to inquiries on case status, providing information and electronic case filing (ECF) instructions to external customers, and informing customers of required fees.
  • Creating and processing new case files, assigning case numbers to judges and/or magistrate judges, opening cases in the case management system, docketing initial opening events, sorting, classifying, and filing case records, and auditing cases for closing and checking the docket to ensure all necessary documents are entered and deadlines are met before generating the closing order.
  • Scanning and converting documents filed over the counter into image files, entering documents and proceedings on the case docket, maintaining documents in the appropriate location, answering phone inquiries regarding case status, archive information, and court procedures, and providing forms via mail or e-mail as required.
  • Assisting the public with electronic and paper files, conducting case research as required, providing archived information for closed cases, and providing file copies as requested.
  • Assisting with order processing, providing backup coverage for team members and other departments as required, and performing other duties as assigned.

Requirements

The ideal candidate will have a high school diploma or equivalent and four years of progressively responsible clerical or administrative experience in an office setting, including word processing, web-based environments, data entry, automation skills, and the use of specialized terminology. The successful candidate will be extremely detail-oriented, possess strong organizational, analytical, problem-solving, and customer service skills, and be able to make independent decisions to resolve problems, questions, and court-related issues based on knowledge and experience. General computer knowledge, including skills in word processing, scanning and uploading of pdf documents, email, and web browsers, is also required. Prior federal court experience, paralegal/legal and/or court experience, and a college degree/advanced education are preferred.

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