Case Administration Specialist

U.S. District Court, District of Arizona; Phoenix (AZ); On-site; USD 46,000 - 56,000; Full time

Job summary

U.S. District Court, District of Arizona in Phoenix and Tucson, Arizona is seeking a Case Administration Specialist to be the first contact for the bench, bar, and public.

The role includes learning civil and criminal case processing from an administrative and operational standpoint, with emphasis on strong analytical and communication skills. The incumbent will handle ECF help desk duties, docket documents, assign case numbers, open civil/criminal files, prepare judgments, verify authority to

Qualifications

• Qualified applicants should have previous and extensive customer service experience involving significant public contact and personal interaction, as well as excellent oral and written communications skills.
• Must have the ability to independently prioritize and complete multiple tasks in a timely manner and keen attention to detail.
• Must have the ability to exercise sound judgment, work independently in challenging situations, have a strong work ethic, and the ability to work extended hours, if needed.
• To qualify for the CL-24 salary grade level, the successful applicant must be a high school graduate (or equivalent), have two years general experience and must have a minimum of one year of specialized experience at the CL 23 (or equivalent).

Responsibilities

• Answer incoming calls and furnish information to the public, bar, and the court. Act as first and/or second level Electronic Case Filing (ECF) Help Desk for internal and external customers.
• Accept, review and docket documents. Perform quality control on attorney-docketed entries. Review filed documents to determine conformity with appropriate rules, practices, and/or court requirements and take appropriate action. Check for prior or prohibited filing.
• Create and process new case files. Assign case numbers to judges and/or magistrate judges on a random basis. Review the case opening paperwork to ensure proper compliance with the rules and verify the status of related cases.
• Opens civil cases in ECF filed by pro se parties including prisoner’s cases. Prepares and electronically files judgments in civil cases, pursuant to the Federal Rules of Procedure or court orders.
• Opens criminal cases from the indictment or information, including merging cases filed before a magistrate judge, and issues warrants, summonses, or notices to appear, enters judgments and closes cases.
• Verify attorney’s authority to practice before the court.
• Prepare correspondence in response to inquiries from attorneys, attorney services, pro se litigants and prisoners.
• Sort, classify, and file case records. Maintain integrity of the filing system by such means as monitoring proper access to records and maintaining timely and accurate filing of documents. Retrieve files and forward copies to court personnel, attorneys and others. Certify court documents and ensure data quality.
• Review filed documents to ensure complete and legible images in ECF before destruction.
• Prepare, ship, and retrieve records from the appropriate Federal Records Center. Scan, copy, file, pick-up, and sort mail. Process mail. Process e-mail. Maintain mail meter and meter log. Receive and stamp incoming documents. Maintain court files.
• Perform other duties as assigned.

Skills

Customer service experience

Oral and written communications

Attention to detail

Prioritization of tasks

Education

High school diploma or equivalent

Specialized CL-23 experience

Job description

Hiring Salary Range

$45,548 – $56,018 Depending on location, qualifications, and experience.

Position Type

Full Time, Regular

Job Grade

CL 24

Open Date

09/16/2026

Closing Date

Open until filled with preference given to applications received by 5:00 pm, 10/07/2026

Location

Phoenix and Tucson, Arizona

Position Overview

The Case Administration Specialist is located in the Clerk’s Office. The incumbent is often the first point of contact, both in person and on the telephone with the bench, bar and public. The successful candidate will learn civil and criminal case processing from both an administrative and operational standpoint. Strong analytical, interpersonal, and communication skills are essential. This position offers an opportunity for a motivated and competent individual to gain the broad range of experience and exposure necessary to become competitive for positions of greater responsibility within the judiciary.

Representative Duties

• Answer incoming calls and furnish information to the public, bar, and the court. Act as first and/or second level Electronic Case Filing (ECF) Help Desk for internal and external customers.
• Accept, review and docket documents. Perform quality control on attorney-docketed entries. Review filed documents to determine conformity with appropriate rules, practices, and/or court requirements and take appropriate action. Check for prior or prohibited filing.
• Create and process new case files. Assign case numbers to judges and/or magistrate judges on a random basis. Review the case opening paperwork to ensure proper compliance with the rules and verify the status of related cases.
• Opens civil cases in ECF filed by pro se parties including prisoner’s cases. Prepares and electronically files judgments in civil cases, pursuant to the Federal Rules of Procedure or court orders.
• Opens criminal cases from the indictment or information, including merging cases filed before a magistrate judge, and issues warrants, summonses, or notices to appear, enters judgments and closes cases.
• Verify attorney’s authority to practice before the court.
• Prepare correspondence in response to inquiries from attorneys, attorney services, pro se litigants and prisoners.
• Sort, classify, and file case records. Maintain integrity of the filing system by such means as monitoring proper access to records and maintaining timely and accurate filing of documents. Retrieve files and forward copies to court personnel, attorneys and others. Certify court documents and ensure data quality.
• Review filed documents to ensure complete and legible images in ECF before destruction.
• Prepare, ship, and retrieve records from the appropriate Federal Records Center. Scan, copy, file, pick-up, and sort mail. Process mail. Process e-mail. Maintain mail meter and meter log. Receive and stamp incoming documents. Maintain court files.
• Perform other duties as assigned.

Minimum Qualifications

Qualified applicants should have previous and extensive customer service experience involving significant public contact and personal interaction, as well as excellent oral and written communications skills. Must have the ability to independently prioritize and complete multiple tasks in a timely manner and keen attention to detail. Must have the ability to exercise sound judgment, work independently in challenging situations, have a strong work ethic, and the ability to work extended hours, if needed. To qualify for the CL-24 salary grade level, the successful applicant must be a high school graduate (or equivalent), have two years general experience and must have a minimum of one year of specialized experience at the CL 23 (or equivalent).

Generalized experience is progressively responsible clerical, office, or other work that indicates the possession of or the ability to acquire the particular knowledge and skills necessary to do the job. Education above the high school level may be substituted for general experience. Specialized experience is defined as 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, local and state court systems, and educational institutions. Education may not be substituted for specialized experience because operational court support positions require hands‑on experience to be credited as specialized experience.

Preferred Qualifications

• Federal, state, or municipal court experience.
• Case management/electronic case filing experience.
• A bachelor’s degree.

Applicant Information

The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, 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 of the original announcement, the court may elect to select a candidate from the applicants who responded to the original announcement without posting the position. Only qualified applicants will be considered for this position. Employees of the U.S. District Court serve under “Excepted Appointments” and are considered “at will” employees (except for probation officers who may be removed for cause). Federal Civil Service classifications or regulations do not apply; however, court employees are entitled to substantially the same benefits as other Federal Government employees. The initial appointment to this position is provisional pending the successful completion of the required background checks and/or investigations. The U.S. District Court is a drug‑free workplace and the applicant selected will be required to participate in a drug screening test prior to employment. All information provided by applicants is subject to verification and background investigation. Applicants are advised that false statements or omission of information on any application materials or the inability to meet the following conditions may be grounds for non‑selection, withdrawal of an offer of employment or dismissal after being employed. All promotions are subject to the approval of the Administrative Office of the U.S. Courts. Participation in the interview process will be at the applicants own expense and relocation expenses will not be provided. The position is subject to the mandatory electronic fund transfer (EFT) participation for payment of net pay (i.e. Direct Deposit). Non‑citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C. 1324b(a)(3)(B). In most cases, this means that an offer of employment cannot be made unless the candidate is a lawful permanent resident who is seeking U.S. citizenship as explained below. Under 8 U.S.C. 1324b(a)(3)(B), a lawful permanent resident seeking citizenship may not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non‑citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so.

Equal Opportunity Statement

The United States District Court for the District of Arizona is an Equal Opportunity Employer.

Judicial Employee Benefits

Judicial employees are entitled to standard federal benefits, such as paid vacation and sick leave, 11 paid holidays, and retirement benefits to include a defined benefit program (4.4% of gross pay; 4.9% of gross pay for LEO‑Law Enforcement Officers) and a 401(k) styled program known as the Thrift Savings Plan (TSP), which provides an immediate government match of up to 5%.

Optional benefits include health and life insurance, dental and vision insurance, and a Flexible Benefits Program offering medical and dependent care reimbursement.