Case Management Supervisor

The Case Management Supervisor (CMS) is responsible for leading and managing all case information-related services for the court, ensuring the integrity and quality of case-related databases and systems and high-quality customer service for chambers staff, court staff, counsel, litigants and the public. The incumbent oversees operations related to compliance with the appropriate guidelines, policies, and internal controls, courtroom operations, financial duties, and serves as the office’s subject-matter expert on case management procedures and processes, including implementing case management training and quality assurance requirements.

Representative duties are intended to illustrate the major duties and responsibilities that are performed by this position. Representative duties may be adjusted, and additional duties may be added, based on the operational needs of the Clerk’s Office.

• Leadership and Supervision: Direct professional and administrative staff across multiple functional areas. Establish performance standards, assign work, conduct evaluations, and coordinate disciplinary actions with the Chief Deputy Clerk and Human Resources as appropriate. Create work procedures, facilitate staff meetings, delegate responsibilities equitably, and redistribute resources to meet changing demands. Prioritize tasks, manage deadlines, and coordinate work schedules. Assess work quality, monitor compliance with court procedures, and ensure staff receive comprehensive training, including cross-training across case management functional areas to support operational flexibility. Implement business continuity protocols and provide essential backup coverage.

• Case Management: Oversee receipt and review of incoming documents for conformity with federal and local rules. Monitor data quality assurance activities, including case opening and closing. Provide subject-matter input to staff involved in maintaining dictionaries for electronic case management systems and troubleshooting problems with case management systems. Arrange for electronic case management system training for employees, and test and evaluate new system versions and enhancements. Develop, implement, and maintain written procedures for case management and other assigned functions. Plan and implement quality assurance procedures for the case management functions. Review, recommend, and approve case management policy and procedure modifications and enhancements. Coordinate and serves as primary liaison with the Office of General Counsel on case management policy, referrals, and procedures.

• Electronic Case Systems Management: Serve as primary manager of the electronic filing help desk and maintenance group within the Clerk’s Office. Identify and implement the appropriate dictionary event modifications, report subscriptions, creations, and deactivations. Participate in the testing of new releases and system updates to ensure the continuity and quality of system operations. Anticipate, plan, and implement new electronic filing operating procedures. Manage, track, and document pending system enhancements and dictionary changes. Develop and maintain documentation of system changes and related procedures. Maintain a progressive understanding of judiciary wide electronic filing functionality, policies, and usage.

• Program Management and Development: Coordinate and direct the development and implementation of case management projects, initiatives, and new programs, including the evaluation and analysis of the effectiveness of the procedures, processes, systems, and tools that are used by staff in the management of cases. Analyze collected process data from docket activity, program and process audits, evaluations, and reviews and recommend appropriate changes. Direct, manage, recommend, and review projects, processes, and changes for evaluating changes designed to improve overall quality, quantity, and efficiency of court operations. Develop and facilitate presentations, including visual presentations, for judges or staff regarding special projects or topics.

• Continuity Support: Plan and implement processes and protocols to ensure business continuity of essential case management functions consistent with the court's emergency planning and preparedness program. Provide backup coverage, after-hours support, emergency response, and continuity of operations support as needed. Coordinate with the Chief Deputy Clerk to ensure seamless Clerk's Office operations during absences or emergencies.

• Supervisory Deputy Clerk Responsibilities: Communicate and respond to judges, chambers staff, and management requests regarding court operations. Answer procedural questions for judges, staff, and the public. Communicate clearly and effectively, both orally and in writing, to explain complex operational matters and concepts to individuals and groups with varying experience and backgrounds. Interact effectively with the public and staff, providing good customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures. Facilitate, mediate, and negotiate complex and sensitive matters with judges, managers, unit executives, supervisors, and court staff, while maintaining confidentiality. Develop, implement, and maintain written procedures for assigned functions. Support office financial processes and court sessions, as needed. Comply with the Guideto Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Demonstrate sound ethics and good judgment at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.

Required Qualifications
Education
At a minimum, candidates must possess a high school diploma or equivalent.

Specialized Experience
• CL 28 ($81,906 - $102,415): Candidates must possess at least three years of progressively responsible administrative experience in a professional office environment. This experience should demonstrate a consistent ability to apply complex rules, regulations, and directives while utilizing automated technology for word processing, data entry, and report generation. At least one of these years must include specialized experience in a supervisory or managerial role, providing the candidate with a thorough knowledge of the basic concepts, principles, policies, and theories of management and leadership. Required supervisory experience may be substituted by a master’s degree or clerk’s office or operations experience with a federal court.

Preferred Qualifications
• Bachelor’s degree from an accredited college or university.
• Prior experience working in the federal or state judiciary.
• Knowledge of case administration and management processes and electronic case filing systems.
• Experience using Microsoft 365 applications, including SharePoint, in an office environment.
• Demonstrated ability to work in a fast-paced and frequently changing environment.
• Demonstrated strong writing and editing abilities in a professional environment.
• Knowledge of project management, quality management, and process improvement practices and tools.

Application Process and Information
To be considered, application packages must be complete and submitted using the provided online application system which is accessible by following the link below. Complete packages must include:

1. Cover letter of no more than two pages, wherein the applicant describes the knowledge, skills, abilities, and or experience that would make her/him well qualified to fill this position
2. Résumé outlining educational background, employment history, and other relevant information.
3. Completion of the online AO-78, Federal Judicial Branch Application for Employment.
4. Completion of the online testing modules.
Once you have the cover letter and résumé (items 1 and 2 above) readily accessible in PDF format, follow the link below to submit your files and complete the online AO-78 and online tests (items 3 and 4 above): https://www.ondemandassessment.com/o/JB-PLFPLS2NE/landing?u=1142493
Applicants who require an exception to the online application may contact Human Resources to request an alternate method using the following email: hr@cafc.uscourts.gov. Applications submitted to this email address will not be reviewed.