How to hire a case administrator

How to hire a case administrator, step by step

Here's a step-by-step case administrator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a case administrator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new case administrator
• Step 8: Go through the hiring process checklist

What does a case administrator do?

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1. Identify your hiring needs

   Before you start hiring a case administrator, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A case administrator's background is also an important factor in determining whether they'll be a good fit for the position. For example, case administrators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of case administrators and their corresponding salaries.

   Type of Case Administrator	Description	Hourly rate
   Case Administrator		$16-25
   Project Management Internship	When it comes to a project management internship, the tasks may vary on the organization or industry where one is involved. However, the primary duties are to provide administrative support by accomplishing tasks ranging from performing research and analysis, responding to inquiries and concerns, assisting in data entry and record-keeping, producing reports, and managing schedules... Show more	$12-20
   Support Staff	School support staff provide specialized instructional and student support while utilizing school facilities. They often include diverse staff members whose main role is to ensure that students learn in a supportive and safe learning environment... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Life Insurance
   • District Court
   • ADR
   • AAA
   • Arbitration
   • Management System
   • Data Entry
   • Litigation
   • Procedural Steps
   • Hearing Dates
   • Court Orders
   • Cm/Ecf
   • Debtor
   • Appeals

   Check all skills

   Responsibilities:

   • Coordinate advertising campaigns with corporate Mazda and manage advertising co-op funding.
   • Post a credit memo to accounting segment of ADP and compare to repair order.
   • Handle all correspondence with Honda regarding service bulletins, recalls, and up to date repairs.
   • Define responsibilities for team participants within the inventory logistics process.
   • Review property and logistics operations business practices to eliminate non-value-ad activities.
   • Research missing inventory and make necessary corrections or adjustments to information enter into ERP.

   More case administrator duties

3. Make a budget

   Including a salary range in your case administrator job description helps attract top candidates to the position. A case administrator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a case administrator in Louisiana may be lower than in Massachusetts, and an entry-level case administrator usually earns less than a senior-level case administrator. Additionally, a case administrator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average case administrator salary

   $42,504yearly

   $20.43 hourly rate

   ---

   Entry-level case administrator salary

   $34,000 yearly salary

   Updated December 20, 2025

   Average case administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$58,214	$28
   2	New York	$56,894	$27
   3	Rhode Island	$54,261	$26
   4	District of Columbia	$51,609	$25
   5	Washington	$49,429	$24
   6	Minnesota	$48,974	$24
   7	Maryland	$47,392	$23
   8	Texas	$46,859	$23
   9	California	$46,787	$22
   10	New Hampshire	$45,168	$22
   11	Wisconsin	$44,618	$21
   12	Pennsylvania	$44,545	$21
   13	Illinois	$42,392	$20
   14	South Carolina	$42,251	$20
   15	Georgia	$42,153	$20
   16	Virginia	$41,975	$20
   17	Florida	$41,600	$20
   18	North Carolina	$40,953	$20
   19	Arizona	$40,405	$19
   20	Alabama	$40,339	$19

   Average case administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	UNIVERSAL SOFTWARE	$52,947	$25.46
   2	U.S. District Court	$49,602	$23.85
   3	Nationwide	$48,331	$23.24	1
   4	Financial Industry Regulatory Authority (finra)	$47,557	$22.86
   5	Blue Cross & Blue Shield	$45,497	$21.87	6
   6	United States Courts	$45,398	$21.83	41
   7	ICDR	$45,250	$21.75
   8	Lee Hecht Harrison	$44,460	$21.38	8
   9	Equifax	$44,346	$21.32	2
   10	New York State Insurance Fund	$43,423	$20.88
   11	MPI Home Care	$42,007	$20.20
   12	Randstad North America, Inc.	$41,672	$20.03	10
   13	MITRE	$37,559	$18.06	2
   14	HCSC	$36,577	$17.59	9
   15	Cigna	$34,800	$16.73	6

4. Writing a case administrator job description

   A job description for a case administrator role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a case administrator job description:

   Case administrator job description example

   You will work with a dedicated group of professionals in our New York City office and will be responsible for providing administrative support on arbitration cases and performing data entry tasks in accordance with the rules and procedures of the AAA and applicable law. This is an exciting opportunity for an individual seeking a career in the legal industry who prides themselves on professionalism, client service, communications abilities, and problem-solving skills.
   
   The successful applicant will work on a hybrid basis (approximately 50% on-site) or fully remote. Fully remote employees must work from their primary residence, which must be located within a commutable, 100-mile radius of the regular AAA worksite. The starting annual equivalent salary range for this position is $54,200 - $57,330, and a 7.5% incentive opportunity.
   
   Named as one of the 50 best nonprofits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. Our employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, and vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid time-off benefits.
   
   COVID -19 INFORMATION: Unvaccinated individuals will be required to wear a well-fitted face mask at all times when on-site, where 6 feet of social distancing cannot be maintained. Vaccinated individuals are exempt from this requirement, provided they provide proof of full vaccination. Additionally, a New York City Commissioner of Health and Mental Hygiene Order stipulates that workers in New York City must show proof of vaccination. Employees may request an accommodation for medical or religious reasons.
   Responsibilities
   
   Reviews case-related documents received from internal and external parties; uploads documents into system, enters data, records, logs, reports, and sends correspondence; Ensures correct identification and categorization of documents, entry of data, logs, reports and correspondence.
   Provides information regarding procedural, billing and case status questions; reviews stipulations, court orders, insurance policies, and other legal documents; disseminates correspondence, and updates case status and schedules hearings.
   Initiates and maintains an efficient flow of information; processes arbitrator dispositions and adjournment requests; manages arbitrator's calendar; responds to inquiries related to arbitration cases; monitors and follows up to ensure cases are submitted; arranges phone conferences to ensure timely transmittal of case related correspondence.
   Determines and assigns medical professionals per request of arbitrator to review independent medical exams provided by parties.
   Articulates and demonstrates advanced knowledge of arbitration sections of NYS Regulation 68 and NYS Regulation 35D related to NYSI Division's operations and tasks specific to their role and departments; Appropriately addresses inquiries from parties; elevates complex inquiries as needed; Demonstrates advanced knowledge of NYS insurance forms and/or related documents related to NYS Regulation 68 and/or NYS Regulation 35D and NYSI procedures.
   Ensures confidentiality of case information and case records; adheres to the AAA's information security and data privacy policies, procedures, and practices.
   Completes assigned tasks in online case management system, which includes capturing settlement agreements, inputting billing and check requests, reviewing the case financials, review and send awards, processing withdrawals, processing telephonic requests, reviewing messages, processing technical corrections, abeyance requests, and answering party and arbitrator inquiries.
   Establishes a professional rapport with the user community, stakeholders, and internal associates; maintains neutrality; responds to inquiries in a timely manner; anticipates, troubleshoots and resolves problems by weighing the importance of facts and issues in a manner that fosters resolution and efficient management of cases; ensures that unresolved and complex issues are escalated to the appropriate supervisor.
   Demonstrates regular, reliable, and predictable job attendance.
   Attends on-site and in-person meetings and training sessions.
   
   Qualifications
   
   Education & Experience: Associate's degree in business or related discipline; 0-2 years of relevant work experience (e.g. -customer service, medical/liability insurance, case administration, legal environment); or an equivalent combination of education and work experience.
   
   Language Skills: Ability to read and interpret documents such as legal files, business correspondence and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, attorneys, arbitrators, mediators and employees of the organization.
   
   Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
   
   Technical Skills: Intermediate proficiency with Microsoft Excel, Word, and web-based case management systems.
   
   The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.
   
   PI192281530
   
   Apply Here

   Copy this example

   

5. Post your job

   To find the right case administrator for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with case administrators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit case administrators who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your case administrator job on Zippia to find and recruit case administrator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with case administrator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new case administrator

   Once you've selected the best case administrator candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new case administrator. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a case administrator?