CACI International Document Management Analyst - Birmingham, AL in Birmingham, Alabama
The mission of the United States Attorney’s Office (USAO) is to prosecute and defend cases on behalf of the federal government. The United States Attorney’s Office, Northern District of Alabama represents the United States in criminal, civil, and appellate legal matters. The office prosecutes crime, provides affirmative civil enforcement, defends the United States and represents the government’s interests in litigative matters in the Birmingham Headquarters Office and Huntsville Branch Office.
The Document Management Analyst (DMA) is responsible for performing docketing and legal report development using the computerized case tracking and record-keeping system. The work requires a specialized knowledge of the docketing and legal report development process, procedures, and practices of litigation support activities.
Responsible for performing moderately complex litigation support tasks. The work requires a specialized knowledge of the Appellate Division’s litigation requirements which includes the practices of the U.S. Attorney’s Office and network environment. DMA must have excellent writing skills and oral communication capabilities. DMA shall have access to screen privilege documents, conduct database searches, and proofread and edit deliverable work products.
Provides technical expertise in docketing and be independently responsible for maintaining the automated records for civil or criminal cases, or both. Work requires specialized knowledge of litigation processes, court proceedings, as well as legal documents, terminology, and procedures. Typical assignments include:
Serves as a source of procedural, systemic, and substantive information on all aspects of docketing. Recommends revisions of office procedures to improve the docketing function, to expedite case processing, and to provide information in an optimally precise and accurate manner.
Reviews reports to identify recurring errors. Trains new employees in the operation and use of the case tracking system. Advises other docketing personnel on appropriate codes for unprecedented cases. Explains the operation of the system and the importance of timely information to both new AUSAs and support staff.
Extracts requested statistical data on a regularly scheduled or ad hoc basis. Utilizes advanced automation, statistical, and report-writing techniques to produce valid and reliable data and data analyses based on the specific needs of the requestor.
Maintains and extracts data from automated docket databases as follows:
Regularly inputs new information to the database and recommends improved office procedures to enhance the efficiency of the docket function.
Develops and maintains automated records for the criminal or civil case workload, or both, from initial referral to final disposition to include case file closure.
Receives and reviews incoming case files and electronic case file (ECF) notices. Analyzes content to determine the nature of the government’s interest and cause of action. Selects the appropriate computer codes. When incoming material cannot be docketed on the day of receipt, determines if the case file can be held, or if the information must be duplicated for later docketing. Updates the database to record status changes in all items docketed.
Recognizes data elements that are missing, and provides missing data as necessary. Providing missing information frequently requires technical research in files or legal reference material. Determines incoming cases or legal actions requiring special handling, e.g., civil cause of action, criminal program category, or civil disposition, and makes the appropriate referral prior to coding and data entry.
Accepts service of legal documents from opposing counsel or representatives, enters pertinent information into the database, and routes to appropriate district employee. Notes any defects in complaints that have been served, e.g., improper service made on the United States, improperly filed administrative claims, or expired statute of limitation.
Works with attorneys to verify case information. Performs necessary research to correct and update the database. Assist in “troubleshooting” systemic problems, recommending possible solutions.
Reviews recurring reports (e.g., weekly report of new claims, matters, and cases; and caseload information for each AUSA), and any special statistical reports to respond to inquiries. Short deadlines are frequently associate d with the queries, requiring that the docket technician be thoroughly familiar with automated retrieval techniques and interpretation of codes. Makes required corrections requested by authorized USAO employees.
Requests new or modified reports and internal processing procedures to meet perceived changes in the information needs of the office, or to improve docket efficiency and effectiveness. Discusses changes with the supervisor.
Based on knowledge of legal process involved, and after review of the database, determines when a case may be closed out of the system. Reviews case files to ensure that all information in the automated system is accurate, and completes the file as necessary.
Provides a variety of clerical and administrative support by receiving telephone calls on case status from client agencies, the courts, employees within the office, city, county, and state law offices, private attorneys and individuals. Information is retrieved either from the automated database using query routines or from hard copy reports. Exercises tact, discretion, and judgment in determining what information may properly be released.
Provides assistance to legal assistants and other USAO, NDAL employees in obtaining information from the database and interpreting output. Provides ongoing instruction on docket processing requirements.
Produces a variety of written documents and materials utilizing a wide range of office automation applications. For example, assignments may include integrating output from different software types, e.g., tables produced by database applications, and charts and graphs produced by electronic spreadsheet applications, into word processing or desk top publishing text. Work products include complicated tables, graphs and charts which may be incorporated into legal documents or courtroom presentations. Ensures proper format, spelling, punctuation, capitalization, and grammar.
Performs other related duties as assigned.
Examines, prepares, and processes a variety of technical legal documents which are characteristically voluminous and complex in format. Reviews incoming material and independently determines the need for assembly and preparation of a variety of legal documents, e.g., complaints, motions, orders, answers, pleadings, subpoenas, and libels. Obtains information from files, law enforcement agencies, or other sources, and submits completed legal documents to the appropriate AUSA or, in limited cases, directly to the court. In preparation of documents, considers the nature and the status of the case involved. Manages technical documents specific to the 11th Circuit Court of Appeals. Completes variable aspects of recurring legal documents in conformance with the rules governing their style and format.
Provides assistance to attorneys in appeals preparation by performing duties such as independently compiling trial notebooks and compiling lists.
Using original and online legal resources, verifies citations and statutory references contained in legal documents. Ensures citations are complete and consistent with source material.
Develops tables of contents and indices to briefs in accordance with established format. Lists cited cases, opinions and miscellaneous references in briefs.
Composes original letters that do not require legal interpretations, but do require a good working knowledge of legal procedures and specialized terminology specific to the 11th Circuit Court of Appeals.
The Document Management Analyst shall provide a variety of direct clerical and administrative support assistance services to AUSA staff. Typical assignments include:
Establishes and maintains a variety of files. Searches legal reference files for information needed by AUSAs in conducting interviews and preparing correspondence. Assembles legal documents from file material. Separates, screens, selects, assembles, and organizes files and records material for disposition or transfer to records depository in accordance with established procedures.
Performs docketing duties such as opening, updating and closing cases through use of the automated case tracking system. As necessary, searches database for required information.
Provides a variety of clerical and administrative support by receiving telephone calls on case status from the courts, employees within the office, city, county, and state law offices, private attorneys and individuals. Information is retrieved either from the automated database using query routines or from hard copy reports. Exercises tact, discretion, and judgment in determining what information may properly be released.
Maintains calendar of assigned active cases. Tracks filing, hearing, and trial dates, and scheduling conferences and interviews. Develops and maintains suspense system for ongoing cases and informs the AUSA of pending dates and deadlines. Maintains calendar(s) of the AUSA(s), scheduling appointments, interviews, and conferences, and provides reminders of commitments and court appearances.
May perform general clerical/administrative functions e.g., and maintaining administrative files.
The Document Management Analyst will produce a variety of written documents and materials utilizing a wide range of office software applications. For example, assignments may include integrating output from different software types, e.g., tables produced by database applications and charts and graphs produced by electronic spreadsheet applications, into word processing or desk top publishing text. Products include complicated tables, graphs and charts which may be incorporated into legal documents or courtroom presentations. Ensures proper format, spelling, punctuation, capitalization, and grammar.
The Document Management Analyst will provide automated litigation assistance to attorneys in trial preparation and courtroom presentations. Utilizes various software applications and graphics hardware such as scanners. Prepares documents, charts, and visual materials for use in trials.
Computer Skills: Contractor must have the ability to use MS Excel, MS Outlook, MS Access or other data bases, Word Perfect and Adobe Acrobat Professional. Able to perform legal research in Lexis/Nexis and /or West Law.
Communication skills are extremely important. Works and interacts professionally and effectively with all levels of staff. Ability to meet established deadlines and work as a team player in a professional office. Skill in meeting and dealing with people in a courteous and tactful manner. Demonstrated ability to review a wide variety of documents, both legal and non-legal documents, including motions and briefs, and a variety of legal correspondence.
Performs other related duties as assigned.
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