Case Administrator / Courtroom Deputy

The Case Administrator/Courtroom Deputy serves as a key public-facing representative of the court and helps support efficient court operations. The Case Administrator/Courtroom Deputy manages civil and criminal cases from opening to final disposition, reviews documents for compliance with federal and local rules, ensures cases are ready for closing, attends court proceedings, organizes exhibits and handles other courtroom functions.

Duties

Duties include, but are not limited to, the following:

• Manage civil and criminal cases from opening to closing. Review, identify, and research the accuracy, timeliness, and quality of data entered into the case record. Make corrections to the case record to comply with local and national procedures. Ensure that all case files and related information are accessible. Manage cases to ensure timely progression. Process notices of appeal and appeal-related documents. Perform quality control on attorney-docketed entries.
• Prepare and analyze required reports. Check data from reports in order to meet quality assurance standards.
• Check for prior or prohibited filings. Verify attorney's authority to practice. Monitor for release of exhibits and sealed documents. Verify and issue summons.
• Attend and record court proceedings, organize exhibits, including setting up and troubleshooting electronic evidence presentation systems, and assist with the orderly flow of court proceedings, as required.
• Respond to inquiries on case status. Provide information and electronic case filing (ECF) instruction to external customers. Inform customers of required fees. Receive payments and issues receipts. Secure funds in cash register. Balance cash drawer at the end of the day. Process credit card payments.
• Create and process new case files. May assign case numbers to judges and/or magistrate judges. Open cases in case management system. Docket initial opening events. Sort, classify, and file case records. Audit cases for closing and check the docket to ensure that all necessary documents are entered and deadlines are met before generating the closing order.
• Scan and convert documents filed over the counter into image files. Enter documents and proceedings on the case docket. Maintain documents in the appropriate location. Answer phone inquiries regarding case status, archive information, and court procedures. Provide forms via mail or e-mail as required.
• Assist the public with electronic and paper files. Conduct case research as required. Provide archive information for closed cases. Provide file copies as requested.
• Test new procedures and processes, provide feedback, take initiative to improve service and provide assistance to other team members.
• Promote good stewardship of government time, property, money, and resources.
• Perform other duties as assigned.

Salary

• $51,035 - $82,987/year

Conditions of Employment

• U.S. citizenship required (see full citizenship requirements here).
• Electronic Fund Transfer (EFT) for payroll deposit is required.
• The selected candidate will be subject to a FBI fingerprint check as a condition of employment.

Qualifications

Minimum Qualifications:
Interested applicants must have a high school diploma and a minimum of three years of progressively responsible clerical or administrative experience demonstrating 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.

The ideal candidate must possess excellent customer service, communication, teamwork and interpersonal skills; attention to detail, organizational and problem-solving skills; possess a positive work attitude; maintain a professional demeanor; and consistently demonstrate sound ethics and judgment.

Preferred Qualifications:
Preferred qualifications but not required are a bachelor's degree from an accredited college or university and/or experience in a federal or state court system or other business or legal field.

Education H.S. Diploma Other Information Judiciary employees serve under excepted appointments (not civil service) and are "at-will" employees. Veterans' preference is not a factor used in Judicial Branch appointments. Employees are required to adhere to a Code of Conduct for Judiciary Employees which can also be found on the court's website. U.S. District Court is an Equal Opportunity Employer Required Documents

1. Completed Application for Judicial Branch Federal Employment (AO 78);
2. Cover letter; and
3. Resume with professional references.

See 'How to Apply' for instructions.

How to Apply

Qualified applicants must submit one PDF file with a completed Application for Judicial Branch Federal Employment (AO 78), a cover letter and a resume with salary history and professional references. Incomplete applications and packets not in one PDF file will not be accepted. The PDF file should be sent to kelly_fry@wvnd.uscourts.gov or mailed to:

Kelly Fry, HR Administrator
U.S. District Court
P.O. Box 471
Wheeling WV 26003

Open until filled - first deadline to submit applications is July 2, 2026.

Benefits Benefits include paid vacation, sick leave, paid holidays, health insurance, a flexible benefits program, a retirement plan, a savings/investment plan similar to a 401(k) with matching contributions, and a professional environment.