Operations Specialist

Overview of the Position The U.S. District Court for the Northern District of Illinois is now accepting applications for up to five Operations Specialists at the entry level with promotional potential upon successful training up to the target grade. Consideration will only be given to those who apply through the Court’s online applicant tracking system and submit a cover letter, resume, and two professional references. To apply, please see the “Notice to Applicants” section listed below. Applicants who previously applied for the Operations Specialist (2026‑20) will be considered and do not have to re‑apply. The U.S. District Court for the Northern District of Illinois is currently accepting applications for up to five Operations Specialist at the entry level (CL‑24) with potential growth to the target grade (CL‑26). This position offers the potential to advance within the Clerk’s Office. An entry level Operations Specialist performs a wide range of duties including receiving payments, assigning cases, and screening mail. Once trained at the entry level, an Operations Specialist advances to the docketing and auditing of case filings. Once fully trained in docketing and auditing, an Operations Specialist can apply to learn how to work as a courtroom deputy, supporting judges by attending court proceedings, recording pertinent results for minutes, and managing case documents. Advancement is based on an employee’s initiative and mastery of the required skills, and spending at least one year at the grade that the employee was hired into. This position offers excellent opportunities for advancement, career growth, and work‑life balance. Position Duties and Responsibilities At the CL 24 level Receives payments and balances monies collected from customers in the form of cash/checks for bonds, fines, and fees; deposits funds collected pursuant to the court’s policy and procedures. Issues invoices based on services requested. Reconciles and deposits money received by the court. Complies with internal controls. Works in mailroom picking up, sorting, delivering, and metering mail. Verifies that attorneys are admitted to practice before the court; provides files or copies of documents upon request. Assigns new civil and criminal cases. Processes indictments, prisoner correspondence, and requests for certified copies; assigns case numbers and judges; responds to attorney certificate requests, scans documents to be placed on the record. Monitors and processes requests from a variety of email inboxes. Dockets entries in the court’s Case Management/Electronic Case Files system (CM/ECF), and reviews electronic entries for accuracy and necessary follow up. At the CL 25 level Prepares and issues summons/writs, notices, judgments and orders; makes summary entries of pleadings, petitions, motions, complaints, minute orders, and proceedings in CM/ECF. Answers inquiries about the status of cases; assists the public by answering case‑related inquiries and provides electronic filing assistance in a customer‑friendly manner. Enters documents on the record, and audits documents placed by others (attorneys and court staff) on the record to ensure that they conform with court guidelines and requirements. Ensures that all filings and motions conform to federal and local rules of practice; files documents; scans documents; opens cases upon receipt of initiating documents, such as complaints, indictments, or petitions. Closes cases upon receipt of terminating documents, such as judgments and closing orders. Audits electronic filings and provides feedback to customers; audits internal documents and ensures necessary follow‑up; and assigns judges to cases. Processes sealed materials and sealed access as required. At the CL 26 level Assists with the orderly flow of court proceedings including, but not limited to, setting up the courtroom, ensuring the presence of all necessary participants, managing the exhibits and taking notes of proceedings, rulings, and preparing minute entries. Maintains the control of cases assigned to the judge. Examines all papers filed in an action assigned to the judge to determine whether they conform to the rules of practice. Calendars and regulates the movement of cases by fixing (or by resetting, when necessary) dates and times for hearings on motions, pretrial hearings and trials, notifies counsel accordingly, and follows the cases through conclusion. Performs courtroom functions required by a judicial officer. Confers with attorneys, acting as liaison between the judge and counsel. Provides information to attorneys on the special procedures of the judge, answers procedural questions, and assists with compliance. Maintains contact with attorneys regarding the status of cases. Processes criminal and civil legal documents, both sealed and unsealed, and makes summary entries of pleadings, petitions, motions, complaints, orders, and proceedings on the docket. At all levels Performs other duties as assigned. Qualifications The candidate must have strong customer service skills to succeed in this position. The successful candidate must be able to provide clear and detailed oral and written instructions, strong organizational skills, the ability to prioritize work, proper grammar usage, and the ability to edit efficiently. The candidate must have the ability to pay attention to detail, as it is an essential skill in the position. The ability to successfully use automated computer systems, such as Word, Outlook, CM/ECF, PACER, and other data entry systems is required. Ability to lift, push, and move objects that can sometimes be up to 25 lbs is required. The successful candidate must be able to display a professional and positive demeanor and appearance appropriate for a court environment (business/office wear‑professional). Candidates must have one year of experience at the lower classification level to qualify for the next higher classification. A general knowledge and understanding of the rules and procedures of courtroom operations, legal terminology, and how other processes of the Clerk’s Office relate to the work is desired but not required. Although a candidate with a bachelor’s degree is preferred, all candidates are required to have an associate degree. A paralegal degree and/or paralegal experience is also a preference for the position. The selected candidate will be subject to an FBI fingerprint check as a condition of employment and may be subject to periodic updates. General Experience 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 24, applicants must have one year of specialized experience equivalent to work at the CL 23. To qualify at a CL 25, applicants must have one year of specialized experience equivalent to work at the CL 24. To qualify at a CL 26, applicants must have one year of specialized experience equivalent to work at CL 25. Specialized Experience 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. Employee Benefits 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) Life Insurance Thrift Savings Plan with matching funds (401k & Roth 401k style) Participation in Federal Employees Retirement System (FERS‑FRAE) Health, Dependent, & 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), and a Fitness Center (onsite) at a subsidized rate 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 Application Info 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 references by June 18, 2026. 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 only through email and must travel at their own expense; relocation expenses will not be reimbursed. Applicants will be screened to determine their experience and qualifications. The U.S. District Court requires employees to follow the Code of Conduct for Judicial Employees. Reference checks with current and former employers will be conducted. Only qualified applicants will be considered for this position. A preliminary background investigation with law enforcement agencies, including fingerprint and criminal record check will be conducted as a condition of employment. Unsatisfactory results may result in termination of employment. The selected candidate will be subject to an FBI fingerprint check as a condition of employment and may be subject to periodic updates. To be eligible for employment, applicants must meet one of the following requirements: Person who owes allegiance to the U.S. (i.e., nationals of American Samoa, Swains Island, and the Northern Mariana Islands); 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 Lawful permanent resident (i.e., green card holder) who is seeking citizenship. A lawful permanent resident "seeking citizenship": 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); Must apply for citizenship within six months of becoming eligible; and 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. The federal Judiciary is an Equal Employment Opportunity employer. #J-18808-Ljbffr United States Courts