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Loyola University Chicago Institute for Paralegal Studies

Court Operations Specialist

  • Full Time
  • Student Appropriate
  • Chicago, IL

Website The United States District Court, Northern District Court of Illinois

POSITION OVERVIEW
This position is in the U.S. District Court Clerk’s office for the Northern District of Illinois. The Court Operations Specialist position provides a variety of administrative, technical and professional assistance to ensure the efficient management of the office. The duties include supporting the administrative areas of the Court such as budget, finance, human resources, procurement, and statistical maintenance. The incumbent for this position will report directly to the Clerk of Court.

 

POSITION DUTIES AND RESPONSIBILITIES
Duties and responsibilities will vary in progression dependent upon the selected candidate’s current knowledge, skills and abilities. The duties may include any or all of the following:
• Audits, reviews, and certifies payment vouchers for disbursement. Payment types include, but are not limited to, the following: District Court Fund, Registry, Travel, Jury, Procurement, Interpreter, and Court Reporter. Ensures that payments are in compliance with the applicable Guide requirements.
• Researches restitution cases, verifies case set up, and serves as an approver of restitution payments.
• Assists with balancing and reconciling of financial records. Assists staff with automated financial tracking systems. Performs similar financial and budgetary activities
• Reviews orders for disciplinary actions. Drafts citations and orders for approval of Executive Committee. Analyzes attorney responses and presents recommendations to the Executive Committee for consideration of disciplinary actions.
• Assists in reviewing and drafting policies to comply with the Judicial Conference of the United States.
• Prepares, proofreads, and edits materials prepared by others for the court unit executive’s signature for accuracy and in accordance with the Judiciary Policy and Procedures. Maintains security clearance for use of the Law Enforcement Agencies Data System (LEADS). Remains current on all training requirements of LEADS. Conducts background checks for contractors, court employees and jurors. Prepares monthly report for review by manager of background checks conducted.
• Assists in the issuance of Facility Access Cards.
• Generates standard reports from databases and computerized systems.
• Prepares correspondence, reports, letters, and documents. Maintains correspondence control records.
• Disseminates communications to appropriate managers, executives, and peers, and follows up on action items to ensure a comprehensive and coordinated response where required.
• The incumbent must be able to maintain confidentiality in matters at all times.
• Encourages teamwork and presents a positive image of the Court.
• Performs a variety of other duties as assigned.

 

JOB REQUIREMENTS AND QUALIFICATIONS
The successful applicant must have a good understanding of the methods and processes for accomplishing administrative work; the ability to analyze problems and assess the implications of the solutions; the ability to communicate both verbally and in writing to others; and the capacity to employ knowledge, skills, and abilities in the resolution of issues. The incumbent must be able to handle confidential matters professionally. The successful candidate must be able to display professional and positive demeanor and an appearance appropriate for a court environment (business/office wear-professional). The selected candidate will be subject to an FBI fingerprint check as a condition of employment and may be subject to periodic updates. College degree is required.
A detailed understanding of the federal judiciary guidelines and local rules is preferred. Previous experience with the Court’s accounting system is preferred. An understanding of the payments that the Court processes is preferred. Previous experience in federal finance and budgeting is preferred. Previous experience reading, writing, and interpreting citations and court orders is preferred. An understanding of Volumes 11, 13, 14 and 19 of the Guide to Judiciary Policy is preferred.

 

COMPENSATION
Compensation and classification level will be set based on the work experience, qualifications, and salary history of the successful candidate.
To qualify at a CL 27, applicants must have two years of specialized experience, including at least one-year equivalent to work at the CL 25 or have completed the requirements for a bachelor’s degree from an accredited college or university and met one of the following superior academic achievement requirements:
• An overall “B” grade point average equaling 2.90 or better of a possible 4.0;
• Standing in the upper third of the class;
• “3.5” average or better in the major field of study, such as business or public administration, human resources management, industrial relations, or psychology;
• Election to membership in Phi Beta Kappa, Sigma XI, or one of the National Honorary Scholastic Societies meeting the minimum requirements of the Association of College Honor Societies, other than Freshman Honor Societies;
• Completion of one academic year (18 semester or 27 quarter hours) of graduate study in an accredited university in business or public administration, political science, criminal justice, law, or other field closely related to the subject matter of the position.
To qualify for a CL 28, applicants must have two years of specialized experience, including at least one year equivalent to work at the CL 27 or have completed a master’s degree or two years of graduate study (27 semester or 54 quarter hours) in an accredited university in business or public administration, political science, criminal justice, law, or other field closely related to the subject matter of the position.
Specialized experience is defined as progressively responsible experience in at least one, but preferably two or more, of the functional areas of financial management and administration such as budgeting, accounting, auditing, or financial reporting that provided a knowledge of rules, regulations, and terminology of financial administration.

 

EMPLOYEE BENEFITS
The United States District Court offers a generous benefits package to full-time, permanent employees, which includes:
• 11 Paid Federal Holidays
• 13 Days Paid Vacation (per year for the first three years)
• 20 Days Paid Vacation (after three years)
• 26 Days Paid Vacation (after fifteen years)
• 13 Days Paid Sick Leave
• Paid Parental Leave
• Medical, Dental, Vision Coverage
• Life Insurance
• Thrift Savings Plan with matching funds (401k & Roth 401k style)
• Participation in Federal Employees Retirement System (FERS-FRAE)
• Health, Dependent, and Parking Reimbursement Programs
• Public Transit Subsidy Program
• Long-Term Care Insurance
• Employee Assistance Program, which provides free counseling, financial assistance, and basic legal services to all eligible employees
• Access to an Infant Care and Toddler Care Center (onsite and near the building).
• A Public Service Loan Forgiveness Program is available to certain full-time employees with qualifying student loans.
• The Federal Financial Management Reform Act requires direct deposit of federal wages
Further details regarding Federal benefits may be viewed at: ILND Benefits

 

NOTICE TO APPLICANT
Consideration will only be given to those who apply through the court’s online applicant tracking system and provide a cover letter, resume, and two professional business references by January 11, 2022. To view openings and to apply, visit our applicant tracking system at: ILND Jobs
Due to the volume of applications received, the Court will only communicate with those applicants who will be interviewed. Applicants selected for interviews will be communicated to only through email and must travel at their own expense and relocation expenses will not be reimbursed. Applicants will be screened to determine their experience and qualifications.
All new employees must be fully vaccinated (i.e., at least 2 weeks after last dose) for COVID-19 and, prior to starting with the Clerk’s Office, present proof of vaccination or submit a request in writing for an exemption to this requirement on the basis of a sincerely held religious belief or medical condition.
Prior to appointment, the finalist candidate will be required to satisfactorily complete a criminal background investigation. The Court requires employees to adhere to a Code of Conduct which is available upon request. Direct deposit is required for payment of compensation for employees. Employees of the District Court, Northern District of Illinois are excepted service appointments. Employees are considered at-will and are not covered by federal civil service classifications or regulations. The United States District Court is an Equal Opportunity Employer.

Diversity is important to the Judiciary. It is an essential component of services that the Judiciary is charged with providing to maintain justice, equality, fairness, respect, and dignity in society. To fulfill its duties, the Judiciary must include all members of society—not just regardless, but also inclusive of race, gender, disability, and the many other variables that make up the citizens of our nation. The Judiciary has a duty to promote a fair, just, and sustainable model of inclusive democracy and social justice that surpasses any governmental entity in the history of this nation or of any other nation.
In order to be eligible for employment, applicants must meet one of the following requirements:
(1) U.S. citizen;
(2) Person who owes allegiance to the U.S. (i.e., nationals of American Samoa, Swains Island, and the Northern Mariana Islands);
(3) Person admitted as a refugee or granted asylum who has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible; or
(4) Lawful permanent resident (i.e., green card holder) who is seeking citizenship. A lawful permanent resident “seeking citizenship”:
a. 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);
b. Must apply for citizenship within six months of becoming eligible; and
c. Must complete the process within two years of applying (unless there is a delay caused by the processors of the application).
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.

 

INFORMATION ABOUT THE NORTHERN DISTRICT OF ILLINOIS
The Northern District of Illinois is home to the five largest cities in Illinois: Chicago, Aurora, Rockford, Joliet, and Naperville. Also known as “The Windy City,” Chicago is the third most populous city in the U.S. with over 2.7 million inhabitants and nearly 10 million people living in the Chicago metropolitan area. With Lake Michigan as its eastern border, Chicago covers more than 237 square miles.
Chicago is home to numerous museums and cultural institutions including Art Institute of Chicago, Field Museum, Museum of Science and Industry, Shedd Aquarium, and Adler Planetarium. A center of art and culture, Chicago has over 200 theaters, nearly 200 art galleries, and more than 7,300 restaurants.
Known for its magnificent skyline, Chicago is home to buildings designed by some of the world’s most renowned architects including Daniel Burnham, Louis Sullivan, Frank Lloyd Wright, and Mies van der Rohe, who designed the Dirksen Courthouse.
Major Chicago universities include University of Chicago, Northwestern University, Loyola University, University of Illinois Chicago, DePaul University, and Illinois Institute of Technology. Professional Chicago sports teams include the Bulls (NBA), Sky (WNBA), Bears (NFL), Cubs (MLB), White Sox (MLB), Fire (MLS), Chicago Blackhawks (NHL), and Red Stars (NWSL). Chicago is a major world finance center. The Federal Reserve Bank of Chicago, the Chicago Stock Exchange, the Chicago Board Options Exchange, and the Chicago Mercantile Exchange are within blocks of the Courthouse. The Northern District of Illinois is home to three international airports including O’Hare International Airport, among the busiest airports in the world.

To apply for this job please visit www.ilnd.uscourts.gov.