The United States District Court for the Eastern District of Virginia is seeking a Case Manager to join their team based in Alexandria, Virginia. With four divisions covering Alexandria, Norfolk, Newport News, and Richmond, the Eastern District of Virginia is responsible for handling cases involving the constitutionality of laws, disputes between states, and criminal cases from federal agencies with law enforcement authority. The Case Manager will play a crucial role in maintaining and processing case information, managing the progression of cases from start to finish, and providing exceptional customer service to both internal stakeholders and external customers. This full-time position offers a chance to contribute to the judicial branch of the federal government while enjoying a range of benefits. For more information and to apply, visit www.vaed.uscourts.gov.
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Job Description
The case manager position at the U.S. District Court is responsible for various tasks related to customer service, case management, and administrative duties. The primary focus of the role is to ensure the smooth progression of cases from opening to final disposition. The case manager must adhere to established internal controls, procedures, and rules.
Frontline Customer Service
One of the key responsibilities of the case manager is to provide frontline customer service. This includes answering and routing incoming phone calls and assisting customers at the public counter. The case manager must be knowledgeable about court procedures and provide accurate procedural information to litigants, the public, chambers, and clerk’s office staff. Additionally, the case manager must respond to inquiries on case status from internal stakeholders such as judges and staff, as well as external customers.
Case Information Management
The case manager is responsible for maintaining and processing case information. This includes providing electronic case filing (ECF) instruction to all customers and ensuring that data accuracy is maintained in the case record. The case manager must review incoming case-related documents, verify conformity with appropriate rules and practices, and make corrections to the case record to comply with local and national procedures.
Case Record Review and Corrections
To ensure the accuracy and quality of case records, the case manager must review, identify, and research the accuracy, timeliness, and quality of data entered into the case record. If any discrepancies or errors are identified, the case manager must make the necessary corrections to maintain data integrity.
Case File Management
The case manager plays a critical role in managing case files. This includes opening civil cases in the Case Management/Electronic Case Files system (CM/ECF), assigning case numbers to new cases, and preparing case files by scanning, entering data, and uploading documents into CM/ECF. The case manager is also responsible for making summary entries of documents and proceedings on the automated docket, linking case entries for proper case management, and maintaining official case records throughout the case progression.
Case Progression Monitoring
Maintaining the progression of cases is essential for efficient court operations. The case manager is responsible for monitoring and maintaining case progression. This includes tracking case milestones, identifying any delays or bottlenecks, and taking appropriate actions to ensure cases move forward in a timely manner.
Appeal Processing
In cases where appeals are filed, the case manager is responsible for processing notices of appeal and appeal-related documents. This includes verifying the attorney’s authority to practice and ensuring that all necessary documents are filed and processed correctly.
Attorney Verification
To maintain the integrity of the court proceedings, the case manager must verify the attorney’s authority to practice. This includes conducting necessary checks and verifications to ensure that only qualified attorneys are participating in the cases.
Backup Coverage for Team Members
As part of a collaborative team, the case manager must be prepared to provide backup coverage for team members and other departments as required. This may include tasks such as cashiering, attorney admissions, CJA voucher preparation, processing mail, and other duties assigned by the supervisor.
Maintaining Filing System Integrity
The case manager plays a crucial role in maintaining the integrity of the filing system. This includes monitoring proper access to sealed records and ensuring that all filing procedures are followed correctly to safeguard the confidentiality and security of case files.
Other Duties
As with any professional position, the case manager may be assigned other duties as needed. This flexibility allows the court to respond to changing needs and ensures that all tasks critical to court operations are efficiently managed.
Requirements
To qualify for the case manager position, candidates must meet certain requirements.
Bachelor’s Degree
A bachelor’s degree is a minimum requirement for the case manager position. This educational foundation provides candidates with the necessary analytical and critical thinking skills to effectively manage cases.
Experience in Case Management
Candidates should have prior experience in case management. This could include experience working in a legal setting or in a role that involves organizing and managing complex information.
Knowledge of Court Procedures
A strong knowledge of court procedures is essential for the case manager role. Candidates must be familiar with the various stages of a court case, filing requirements, and the general flow of court operations.
Strong Communication Skills
Effective communication is a key skill for the case manager. Candidates must be able to clearly and professionally communicate with internal and external stakeholders, including judges, staff, litigants, and members of the public.
Attention to Detail
Attention to detail is crucial in the case manager position. The ability to review and analyze case-related documents, identify errors or discrepancies, and make accurate corrections is essential for maintaining data integrity.
Ability to Multitask
The case manager must be able to handle multiple tasks and prioritize effectively. This role involves managing multiple cases simultaneously and ensuring that each case progresses in a timely manner.
Proficiency in Computer Systems
Proficiency in computer systems is necessary for the case manager position. Candidates must be comfortable working with case management software, electronic filing systems, and other technological tools used in court operations.
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Responsibilities
The case manager role encompasses a wide range of responsibilities. These include:
Answering and Routing Incoming Phone Calls
One of the primary responsibilities of the case manager is to answer and route incoming phone calls. This requires effective communication skills and the ability to provide accurate and helpful information to callers.
Assisting Customers at the Public Counter
The case manager also provides assistance to customers who visit the public counter. This may involve answering questions, providing general information, and guiding customers through the necessary procedures.
Providing Procedural Information
A key part of the case manager’s role is to provide procedural information to litigants, the public, chambers, and clerk’s office staff. This involves explaining the various steps involved in a court case, filing requirements, and other relevant information.
Responding to Case Status Inquiries
Internal stakeholders such as judges and staff may inquire about the status of a case. The case manager is responsible for promptly and accurately responding to these inquiries, providing them with the necessary information to track the progress of the case.
Providing Electronic Case Filing Instruction
The case manager must assist customers with electronic case filing (ECF) and provide instruction on how to use the system. This includes explaining the filing process, informing customers of any applicable fees, and ensuring that all necessary documents are submitted correctly.
Reviewing Incoming Case-related Documents
The case manager reviews incoming case-related documents to ensure they conform to appropriate rules, practices, and court procedures. This involves checking for any prior or prohibited filings and ensuring that all necessary information is included.
Ensuring Data Accuracy in the Case Record
Maintaining data accuracy is crucial in case management. The case manager is responsible for reviewing, identifying, and researching the accuracy, timeliness, and quality of data entered into the case record. If any discrepancies or errors are found, the case manager must make the necessary corrections.
Maintaining Accessibility of Case Files
All case files must remain accessible to relevant parties throughout the case progression. The case manager ensures that case files are organized, stored correctly, and easily retrievable when needed.
Opening Civil Cases in CM/ECF System
When initiating documents such as complaints are received, the case manager opens civil cases in the Case Management/Electronic Case Files system (CM/ECF). This involves assigning case numbers to new cases and randomly assigning cases to judges.
Assigning Case Numbers and Judges
The case manager assigns case numbers to new cases and randomly assigns cases to judges. This ensures the fair and equitable distribution of cases among the judges.
Preparing Case Files
Preparing case files involves various tasks, such as scanning, entering data, and uploading documents into the CM/ECF system. The case manager is responsible for organizing and maintaining accurate case files throughout the case progression.
Making Summary Entries on the Automated Docket
To track the progress of cases, the case manager makes summary entries on the automated docket. This involves linking case entries for proper case management and maintaining accurate official case records.
Monitoring and Maintaining Case Progression
The case manager plays a critical role in monitoring and maintaining the progression of cases. This includes tracking milestones, identifying any delays or issues, and taking appropriate actions to ensure cases move forward efficiently.
Processing Notices of Appeal
In cases where appeals are filed, the case manager processes notices of appeal and other appeal-related documents. This involves verifying the attorney’s authority to practice and ensuring that all necessary documents are filed correctly.
Verifying Attorney’s Authority to Practice
To ensure the integrity of court proceedings, the case manager verifies the attorney’s authority to practice. This involves conducting necessary checks and verifications to ensure that only qualified attorneys are participating in the cases.
Closing Cases upon Receipt of Terminating Documents
When terminating documents are received, the case manager is responsible for closing cases. This involves ensuring that all necessary paperwork is in order and that the case is officially closed in the court system.
Providing Backup Coverage for Other Departments
As part of a collaborative team, the case manager may be required to provide backup coverage for other departments. This could involve tasks such as cashiering, attorney admissions, CJA voucher preparation, processing mail, and other assigned duties.
Maintaining Filing System Integrity
Maintaining the integrity of the filing system is crucial for data security and confidentiality. The case manager plays a key role in monitoring proper access to sealed records and ensuring that all filing procedures are followed correctly.
Performing Other Assigned Duties
As needs arise, the case manager may be assigned other duties related to case management, customer service, or administrative tasks. Flexibility and adaptability are important qualities for this role.
Benefits
The case manager position offers several benefits:
Full-time Position
The case manager position is a full-time position, offering stability and consistent hours.
Health Insurance Coverage
Employees in the case manager position are eligible for health insurance coverage. This includes medical, dental, and vision plans.
Retirement Savings Plan
The court offers a retirement savings plan to help employees save for their future. This plan may include employer contributions and matching contributions.
Paid Leave
Paid leave benefits are available to case managers. This includes vacation time, sick leave, and other types of paid time off.
Professional Development Opportunities
The court recognizes the importance of professional development and provides opportunities for case managers to enhance their skills and knowledge. This may include attending training sessions, conferences, or other relevant events.
Application Process
The application process for the case manager position involves several steps:
Review Job Announcement and Requirements
Interested candidates should carefully review the job announcement and requirements to ensure they meet the qualifications for the position. This includes verifying that they have a bachelor’s degree, experience in case management, and knowledge of court procedures.
Submit Application and Resume Online
Candidates can submit their applications and resumes online through the court’s website. This ensures that all necessary information is properly and securely submitted.
Wait for Interview Invitation
After submitting the application, candidates should be prepared to wait for an interview invitation. The court will review the applications and select candidates for further consideration.
Attend Interview
Selected candidates will be invited to attend an interview. This may involve a panel interview with multiple interviewers. Candidates should be prepared to answer questions about their qualifications and experience.
Provide Additional Required Documentation
Upon request, candidates may need to provide additional documentation to support their application. This could include transcripts, references, or any other documents requested by the court.
Wait for Hiring Decision
After the interview process is complete, candidates should patiently wait for a hiring decision. The court will notify selected candidates and provide further instructions on the next steps.
In conclusion, the case manager position at the U.S. District Court in Alexandria, Virginia, offers a challenging and rewarding opportunity for individuals with a background in case management. The role involves a wide range of responsibilities, from customer service to case management, and requires strong communication, attention to detail, and multitasking abilities. The court provides a comprehensive benefits package and opportunities for professional development. Interested candidates are encouraged to review the job announcement and requirements and follow the application process outlined by the court.
