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Tuesday, June 18, 2024

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Hon. Michael McShane, Chief Judge

Melissa Aubin, Clerk of Court

Case Administrator I - II

ORD-23-13

Term of Employment:
full-time
Classification Level:
CL 24 – 25
Salary Range:
$44,379–79,677
Duty Station:
Portland, Oregon
Opening Date:
August 16, 2023
Closing Date:
Open until Filled

The Clerk's Office of the United States District Court for the District of Oregon is now accepting applications for the position of Case Administrator in the Portland Division.  As a member of the case management team, the Case Administrator manages the progression of civil and criminal cases and related proceedings from opening to final disposition.  The incumbent performs docketing, monitors the completion of the required procedural steps, and performs the necessary noticing and administrative and clerical tasks.

Representative Duties

Responsibilities of this position may include but are not limited to the following:

  • Manages civil and criminal cases from opening to closing; ensures timely progression and disposition of cases; reviews, identifies, and researches the accuracy, timeliness, and quality of data entered into the case record; makes corrections to the case record to comply with local and national procedures; and ensures that all case files and related information are accessible. 
  • Prepares and analyzes required reports and checks data from reports in order to meet quality assurance standards.
  • Opens new case files in case management system; assigns case numbers to judges; and verifies attorney's authority to practice.
  • Monitors proper access to records; verifies and issues summons; and provides noticing as required by law.
  • Scans and dockets documents filed conventionally and enters documents and proceedings on the case docket.
  • Performs quality control on external and internal docketed entries to ensure the accuracy and integrity of official court records.
  • Ensures that all automated entries are appropriately linked for proper case management.
  • Assists with order processing and providing back-up coverage for team members and other departments, as required.
  • Audits cases for closing and checks the docket to ensure that all necessary documents are entered and deadlines are met before generating the closing order.
  • Tests new procedures and processes and provides feedback.
  • Assists the public with electronic and paper files; conducts case research as required; provides archive information for closed cases; provides file copies as requested; and maintains mailing records.
  • Prepares case documents for appeals and reviews filed documents to determine conformity and takes appropriate action.
  • Other duties as assigned.

Salary Range

This position is classified at CL 24 ($44,379 - $72,125) to a CL 25 ($49,007 - $79,677) depending upon the qualifications and experience of the successful candidate. A CL 24 has promotional opportunity to a CL 25 without further competition.

Pay is only part of the total compensation package you will receive while working for the federal Judiciary. We offer employees a diverse group of benefit programs and family friendly flexibilities to meet the needs of you and your family. Please check out our comprehensive Employee Benefits that includes extensive health insurance plans to choose from, a defined contribution retirement savings plan with up to 5% matching, Federal Employees Retirement System (FERS) pension, generous paid time off, and much more.

Qualifications

Minimum Qualifications

Candidates must have a high school diploma or equivalent and one year of specialized experience.

Specialized Experience

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, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters or human resources/payroll operations.

Desired Qualifications

Bachelor’s degree from an accredited college or university. Experience in a legal setting, and CM/ECF (Case Management/Electronic Case Filing) experience is highly desirable.

Candidates must also demonstrate:

  • A consistent past employment record;
  • Experience in dealing with routine and complex assignments;
  • Excellent typing and proofreading skills;
  • A demonstrated ability to think through, analyze, and interpret written communications;
  • Ability to prioritize tasks and work assignments;
  • Superior oral and written communication skills;
  • Strong interpersonal skills; and
  • A professional demeanor and appearance appropriate for a law or professional office environment.

Application Process

To apply, submit the following:

  1. A letter of interest;
  2. Chronological resume; and
  3. A list of 3 professional references.

Send electronically to in PDF form. Electronic submissions should be combined into one PDF document. Verification of employment and education and reference checks will be made prior to any offer of employment. Submit your application by 9/10/2023 to ensure earliest consideration. We will continue to review applications received after 9/10/2023, until the position is filled.

The Court provides reasonable accommodation to applicants with disabilities. If you need reasonable accommodation for any part of the application or hiring process, please notify the Human Resources Division of the Clerk's Office at 503-326-8165. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Conditions of Employment

  • Applicants must be United States citizens or lawful permanent residents currently seeking citizenship or intending to become a citizen after meeting the eligibility requirement as outlined in 8 U.S.C § 1324b(a)(3)(B).
  • False statements or omissions of information on any application materials or the inability to meet conditions of employment may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.
  • All information is subject to verification and background investigation.
  • An FBI background check is required for all individuals appointed to positions in the U.S. Courts.  New employees are considered "provisional hires" pending the successful completion of the FBI background check. 
  • Employees of the United States Courts serve under “Excepted Appointments” and are considered “at will” employees.  As such, employment can be terminated at any time.  Furthermore, Federal Civil Service classifications do not apply.
  • Duty station assignments are at the sole discretion of the appointing officer.
  • Employees are subject to mandatory participation in electronic funds transfer (EFT) for payment of net pay (i.e., Direct Deposit). (Limited exceptions are available upon request.) 
  • The Court reserves the right to modify the conditions of posted job announcements or to withdraw an announcement entirely, either of which may occur without prior written or other notice.
  • In the event a position becomes vacant in a similar classification within a reasonable time from the original announcement, the appointing officer may select an appointee from the candidates who responded to the initial announcement without posting the vacancy.

For Further Information

The United States District Court for the District of Oregon is an Equity Focused Employer.

We value diversity and are committed to equity and inclusion in our workplace. The District of Oregon encourages applications from all qualified individuals and seeks a diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and expression, sexual orientation, age, languages spoken, veteran status, disability, religion, socio-economic circumstance, and any other status or characteristic protected under applicable federal law.