CASE ADMINISTRATOR/INTAKE CLERK
CASE ADMINISTRATOR/INTAKE CLERK
ANNOUNCEMENT DATE: July 13, 2021
CLOSING DATE: Open until filled; preference given to resumes received by July 27, 2021
The United States District Court for the Western District of Washington is a career-oriented
organization focused on providing exceptional service to the Court, the legal community and
the public. We are accepting resumes for a Case Administrator/Intake Clerk position. Our
ideal candidate is well organized, detail oriented, possesses exceptional interpersonal skills
and enjoys working with the public.
The Case Administrator/Intake Clerk is part of a self-directed team. The team participates in
recruiting, and is responsible for training and performance evaluations. The team develops
quality standards, plans and distributes work, and handles leave and coverage issues. This
requires responsibility, flexibility and a desire to work collaboratively within the team and the
Clerk’s Office as a whole.
This position is located in the office of the Clerk of Court at the federal courthouse in Tacoma,
The Case Administrator/Intake Clerk maintains expertise in the areas of case administration,
intake, jury support, and records and responds to the more complex questions relating to
case services policies and procedures.
Provides exceptional customer service to the public, attorneys, and visitors to the court,
whether in person or over the telephone while providing accurate answers to questions
regarding procedural information, the case docket, or general court information.
Responsible for maintaining the accuracy and completeness of official case records from
opening to final disposition, while ensuring the integrity and efficiency of the U.S. District
Court’s case information database by providing quality assurance of all electronic entries.
Reviews filed documents for conformity with rules and regulations. Makes summary
entries of all documents and proceedings on the docket in a team-based environment.
This includes, but is not limited to, such items as complaints, petitions, indictments,
pleadings, motions, responses, minutes, and orders. Distributes orders, notices, and
judgments when entered on the docket. Prepares and issues summons and warrants
upon order of the court.
Ensures that statistical information is accurately reflected when a case is opened or
closed and in various entries occurring throughout the pendency of an action. Assists in
case management by ensuring the quality of all docket entries using the court’s quality
Responsible for filing, scanning, and indexing documents on any new or ongoing action
for civil, criminal, as well as appeals, using manual and automated processes.
Screens and file-stamps incoming documents; research and resolve special problems related to case filings, answer written inquiries, perform data entry into case
management system, and ensure compliance.
Correspondence with jurors and processing of regular summons mail and online eJuror
Preparing for trials – Setting up panels and scheduling jurors.
Jury selection days, check-in, orientation, and managing jurors on subsequent trial days.
Inputting and review of jury payment.
Performs other duties as assigned.
Opens, reviews, separates, and distributes mail; logs remittances; writes receipts for
payments made; and reconciles transactions in accordance with internal controls policies
and procedures. Also assists with processing outgoing mail.
Serves as a liaison to internal court personnel and other court clerks.
As part of a self-managed team, participates in the hiring, training and orientating new
staff/team members. Also assists with training current staff on new procedures as
High school diploma or equivalent; and a minimum of two years of progressively
responsible administrative, technical or professional experience;
Knowledge of Microsoft Office Suite and strong computer and analytical skills.
Experience with virtual meeting platforms such as Zoom or WebEx.
Proven experience in handling multiple workload demands while maintaining a high level
of concentration, accuracy and attention to detail;
Demonstrated ability to function collaboratively within a team environment;
Ability to communicate information clearly and professionally with a wide-ranging
constituency, including federal judges, court personnel, attorneys, jurors, and pro se
Ability to maintain confidentiality, demonstrate sound judgment, and handle sensitive
material, with a calm, professional, friendly and patient demeanor;
Ability to research complex issues and be familiar with a variety of internal and external
Have a strong sense of personal and professional integrity;
Ability to speak in front of large groups of people for the purpose of orientation and
provide instructions, answer questions, and provide guidance on the jury process.
Excellent customer service, organization, and time management skills.
Capable of adapting to a demanding fast paced work environment.
Current or prior judiciary experience.
Proficiency with a wide range of technology, including SharePoint and Adobe Acrobat.
Knowledge of CM/ECF, the Judiciary’s automated case management system.
Court Personnel System Classification Level:
CL24, Step 1 – 61, $42,388 - $68,910
CL25, Step 1 – 61, $46,828 - $76,094
Depending on experience and qualifications; additional promotional potential without further
The District Court offers a generous benefit package competitive salary, and a dedication to
work/life balance including flexible schedules, ORCA transit passes, 24-hour on-site fitness center, and telework opportunities. Judiciary employees participate in the Federal Employees
Retirement System, Thrift Savings Plan (similar to a 401K), health and life insurance benefits,
long term care options, annual sick leave accrual, and ten paid holidays per year. Judiciary
employees are not covered by the Executive Branch civil service classification system or
regulations. For additional information on employment with the federal courts, please visit
INFORMATION FOR APPLICANTS Qualified applicants should submit the following:
Completed AO78 Form (Application for Employment)
Attachments should be submitted as Microsoft Word (DOC) or Adobe Acrobat (PDF) files.
Other formats are not acceptable. Applications will be considered complete when all required
attachments, in the appropriate format, are received by the Human Resources Unit.
Applications and/or attachments received after the closing date may not be considered.
Application materials can be submitted via e-mail to:
Human Resources (#21-WAW-26)
U. S. District Court
700 Stewart Street, Suite 2218
Seattle, WA 98101
Only qualified applicants will be considered for this position. Applicants must be United
States citizens or eligible to work in the United States. Employees of the United States District
Court are considered “at will” employees. Applicants selected for interviews must travel at
their own expense.
The United States District Court requires employees to follow a code of conduct which is
available upon request. Reference checks with current and former employers will be
conducted on top candidates. A background investigation with law enforcement agencies,
including fingerprint and criminal record checks, will be conducted as a condition of
employment. Any applicant selected for a position will be hired provisionally pending
successful completion of the investigation. Unsatisfactory results may result in termination of
The Federal Financial Management Reform Act requires direct deposit of federal wages.
The United States District Court for the Western District of Washington is an Equal
Opportunity Employer. We encourage applications from all qualified individuals and seek a
diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and
expression, sexual orientation, age, languages spoken, veteran’s status, disability, religion,
and socio-economic circumstance.
The Court provides reasonable accommodations to applicants with disabilities. If you need a
reasonable accommodation, please notify human resources. The decision on granting
reasonable accommodations will be made on a case by case basis.
The Court reserves the right to modify the conditions of this job announcement, to withdraw
the announcement, or to fill the position sooner than the closing date, 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 from the original announcement, management
may elect to select a candidate from the applicants who responded to the original
announcement without posting the position. More than one position may be filled from this
The United States District Court is an equal opportunity employer and values diversity in the work place.