Case Administrator I Job in Buffalo, NY

Vacancy No. 25-20 Department U.S. Courts
Salary $46,282.00 to $75,220.00 Grade 24 to 24
Perm/Temp Permanent FT/PT Full-time
Open Date 10/20/2025 Close Date 11/20/2025
Job Link Apply Online Who may apply Public
Locations:
Buffalo, NY


Summary

Case Administrators are responsible for maintaining case data and court records. They often communicate with attorneys who practice in the Court and parties who represent themselves, helping create positive public impressions about the Judiciary.

Duties

  • Open new cases in case management system, assign case numbers, and docket initial opening events.
  • Receive and process documents received from filing parties and attorneys. Scan paper documents and upload pdf to database following the Clerk's procedures. Review electronically filed documents for compliance with the rules of the Court.
  • Verify and issue summons.
  • Check for prior or prohibited filings.
  • Verify attorney's authority to practice.
  • Monitor appropriate release of exhibits and sealed documents.
  • Answer and route incoming calls and provide information.
  • Assist the public in the use of computerized databases.
  • Maintain, file, retrieve, copy, and certify court records.
  • Provide irregular back-up support throughout the Court, including tasks related to intake/reception, juror selection, mail handling, and special events.
  • Adhere to procedures of the court.
  • Perform other duties as assigned.


Requirements

Conditions of Employment

  • Employees must adhere to a Code of Conduct.
  • Applicants must be U.S. citizens or lawful permanent residents seeking U.S. citizenship.
  • Employees are required to use electronic funds transfer for payroll deposit.

Qualifications

Required:
  • Associate's degree or higher.
  • Specialized experience such as progressively responsible clerical or administrative experience requiring the regular and recurring application of clerical procedures that demonstrate 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. Such experience is commonly encountered in law firms, legal counsel offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters or human resources/payroll operations.

Preferred Qualifications/Court Preferred Skills:
  • Bachelor's degree or paralegal certificate strongly preferred.
  • The Court is seeking an applicant with a strong work ethic, initiative, dependability and a friendly and customer-focused attitude. An understanding of professional office procedures and the ability to work both independently and in a team environment is necessary.
  • Interaction will be with various individuals; therefore, the candidate should possess excellent interpersonal and written and verbal communication skills.
  • The ability to prioritize multiple diverse tasks is essential.
  • Proficiency and experience in the use of computer systems, including but not limited to Microsoft Office applications, such as, Word, Excel, Outlook and Teams, is highly preferred. Case Management/Electronic Case Files ("CM/ECF") e-filing experience and knowledge of court/legal terminology are helpful.

Education

Associate's degree or higher.

Additional information

  • The Court provides reasonable accommodations to applicants with disabilities.
  • Veterans' preference is not a factor used in Judicial Branch appointments.
  • Positions with the U.S. Courts are excepted service appointments, which are "at will" and may be terminated with or without cause.
  • This position is assigned to the Office of the Clerk and reports to the Operations Manager.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Benefits

Pay is only part of the generous total compensation package you will receive while working for the federal Judiciary. We offer employees a diverse group of benefit programs and family friendly flexibilities to meet the needs of you and your family.

Review our benefits

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

We will review your resume and supporting documents to ensure you meet the basic qualification requirements. We will evaluate each applicant who meets the basic qualifications on the information provided and evaluate your relevant professional, educational, and work experiences as it relates to fundamental competencies, identified in the Qualifications section above, required for this position.

Required Documents

  1. Cover letter
  2. Resumé
  3. AO78 Application for Judicial Branch Federal Employment

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

Please submit a cover letter, resumé, and AO78 Application for Judicial Branch Federal Employment as a single PDF attachment by email to: applications@nywd.uscourts.gov. Subject line "Case Administrator I, Reference No. 25-20."

Save the documents as one PDF, using your first name_last name. When the AO78 is filled out electronically and returned by email, the fillable form must first be resaved and submitted as a non-fillable PDF before submission, otherwise the form will appear blank. Applicants are not required to complete the AO78, page 5, Optional Background Information until the time of a conditional offer.

Agency contact information

Human Resources
Address
US District Court, Western District of New York
2 Niagara Square
Buffalo, NY 14202
US

Next steps

Only candidates selected for an interview will be notified and must travel at their own expense.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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