Coronavirus (COVID-19) Guidance

Case Processing Supervisor

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Job Specifications
Classification Level: 
CL 27/28
Salary Range: 
$58,478 - $113,924
Location: 
Los Angeles
Opening Date: 
Wednesday, September 2, 2020
Closing Date: 
Open until filled, preference given to applications received by September 18, 2020
Number of Positions: 
One
Vacancy Number: 
20-26
Job Type: 
Full Time
Position Overview: 

The United States District Court and the Probation and Pretrial Services Office for the Central District of California is recruiting for the position of Case Processing Supervisor.  The Case Processing Supervisor performs professional and managerial work related to supervision and oversight in the areas of intake, records, docketing, data quality assurance, appeals, attorney admissions, and case reassignments.  The incumbent supervises generalist clerks and data quality analysts in Los Angeles.  The incumbent develops unit goals and objectives, assists in the development, review and implementation of policies and procedures, develops job skills through training, and promoting personal and professional development. The incumbent ensures compliance with the appropriate guidelines, policies and approved internal controls. The incumbent represents the Clerk of Court or Chief Deputy in meetings with judges, other court units and related agencies. This position reports to the Chief Deputy of Operations. Occasional travel to the division offices is required.

Representative Responsibilities: 
  • Supervises employees involved in operational activities, including assigning and reviewing work, evaluating performance, and recommending personnel action such as hiring, promotions, reassignments, disciplinary actions, separations, and coordinates recruitment with Human Resources. Develops work standards. Supervises, delegates and prioritizes workload. Approves leave requests and time sheets. Implements staff procedures and conducts staff meetings. Identifies issues and resolves disputes. Maintains accurate documentation and employee records.
  • Evaluates training needs and schedules training for data quality analysts on policies, procedures, and internal controls. Designs and develops training programs as needed, including orientation and training for new employees and in-service workshops on intake, records, case reassignments, and attorney admission topics.  Serves as instructor, program coordinator, group facilitator, and/or discussion leader, as applicable.  Provides classroom training, one-on-one training, and presentations to court staff, management, judges and their staff and attorneys on intake topics and changes.  Formulates and administers exercises and tests in conjunction with training.  Creates and maintains training records.
  • Supervises and mentors Docket Clerk Coordinator.
  • Reviews and evaluates operating practices and procedures and documentation. Collaborates with managers, supervisors and senior management to develop, modify and implement improvement in work procedures and propose solutions.
  • Formulates, writes, edits and reviews documentation to support various procedures and forms.
  • Provides oversight and guidance to operations staff in the Western Division Clerk’s Office including intake, records, data quality analysts, appeals, attorney admissions and case reassignments; also provides guidance to staff in the divisional offices as necessary.
  • Oversees receipt and review of incoming documents for conformity with federal and local rules. Monitors daily case processing and data quality assurance activities, including case opening and closing.
  • Oversees records management activities and mailing of court-generated documents.
  • Coordinates with the court’s financial administrator regarding maintenance, supervision and accountability for on-site financial functions performed by intake staff, including supervision of cashiers, reconciliation, and control of vault access and contents.
  • Assists senior management in defining and creating long- and short-term goals regarding the efficient functioning of case processing and implementing and monitoring strategic plans for the accomplishment of goals.
  • Communicates and responds to management requests. Provides customer service to judges, court staff, members of the bar, other agencies and the general public. Answers procedural questions. Acts as a liaison to other governmental agencies, court units, the Bar and the public to resolve difficulties while complying with regulations, rules and procedures.
  • Assists with the court’s emergency planning and preparedness program.
  • Performs other duties as assigned.
Skills/Qualifications: 
  • High school graduate or equivalent.
  • Possess at least three years of specialized experience, including at least one-year equivalent at the CL-26 level to qualify for a CL-27 or including at least one-year equivalent at the CL-27 level to qualify for a CL-28. Specialized experience is progressively responsible experience requiring the application of procedures that demonstrate the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology, automated equipment and software.
  • Ability to learn and understand the policies, procedures, and functions related to case processing.
  • Knowledge of staff supervision and development principles and ability to lead people.
  • Excellent computer, verbal and written communications, organizational, and interpersonal and customer service skills.
  • Ability to lead meetings.
  • Ability to apply a body of rules, regulations, directives or laws.
  • Ability to conduct training.
  • Ability to work with limited supervision, and successfully manage sensitive personnel matters.
  • Strong attention to detail and accuracy, ability to multi-task and successfully manage multiple priorities to completion, and project management. 
  • Knowledge of legal terminology and processes.
  • Experience working in an electronic environment, working knowledge of Windows-based applications, including spreadsheets, Microsoft Word and Adobe PDF files.
  • Ability to learn and understand the CM/ECF (Case Management/Electronic Case Filing) system, reports and development, and data quality principles and practices.

PREFERRED QUALIFICATIONS

  • Three or more years of supervisory experience.
  • Bachelor’s degree from an accredited college or university.
  • Related experience in a federal court or state court.
Physical Requirements: 

Work is primarily performed in an office setting.

Benefits: 
  • United States District Court and the Probation and Pretrial Services Office employees are entitled to federal benefits such as:  a defined benefit pension plan; a retirement savings plan including generous matching contributions; paid vacation and sick leave; ten paid holidays per year; and choosing from an array of insurance plans including health, life, dental, vision, long term disability, long term care, and flexible spending programs.
  • Commuter subsidies are available to employees who use public transportation to and from work.
  • Extensive on-line training options. Travel for in-person training and professional conferences is available, funds permitting.
Information for Applicants: 
  • As a condition of employment, the successful candidate is required to undergo an FBI background check.
  • The successful candidate must be a U.S. citizen or a lawful permanent resident of the United States currently seeking citizenship or intending to become a citizen immediately after meeting the eligibility requirements.
  • This position is subject to mandatory electronic fund transfer (direct deposit) participation for payment of net pay.
  • The United States District Court and the Probation and Pretrial Services Office requires employees to adhere to the Code of Conduct for Federal Judicial Employees, which is available on the Court’s website: www.cacd.uscourts.gov.

HOW TO APPLY:
For priority consideration, application packets should be submitted by email to apply_CACD@cacd.uscourts.gov. Attached documents must be in PDF format and the email should reference the position title and Vacancy No. 20-26. Complete application packets must include the following:

  1. a cover letter;
  2. a resume;
  3. an application for Federal Branch Employment (visit the court’s website at www.cacd.uscourts.gov to download the job application).
  4. Applicants must submit a narrative statement addressing each factor listed below or the application will be rejected. Each factor should be addressed separately and include a description of the demonstrated experience that is directly related to the duties, responsibilities, and supplementalfactors for this position.

a. Describe your progressive responsible clerical or administrative experience which demonstrates your knowledge of legal procedure and/or legal pleadings.
b. Describe your abilities and work experiences to professionally represent the court verbally and in writing.
c. Describe your work-related experience in managing multiple priorities and a high volume of work.
d. What significant contributions have you made to your current or most recent employer in the past twelve months?

Due to the volume of applications received, the Court will communicate only with those individuals who will be interviewed. Expenses associated with interviews or relocation will not be reimbursed. Applicants scheduled to interview should advise the Human Resources staff if any accommodation will be necessary to interview.

The Court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.

The Federal Judiciary is an Equal Employment Opportunity Employer