Docket Coordinator

Katten•Los Angeles, CA

1d•$65,000 - $85,000•Hybrid

About The Position

The Docket Coordinator will exercise discretion and independent judgment in facilitating actions required to efficiently and accurately calendar all docket activities. The Docket Coordinator is responsible for performing the day-to-day duties of the Docket Department, monitoring information entered into the Firm Docketing system, and providing general litigation support. Maintains professionalism and strict confidentiality in all client and firm matters. Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex).

Requirements

Associate’s Degree; college degree preferred. Three or more years of progressive docket-related experience preferably in a large law firm environment; or equivalent combination of education and experience. Prior experience and knowledge of docket tasks and procedures required. Strong knowledge of Federal/State/Local court rules required. Familiarity with Electronic Case Filing (CM/ECF) procedures a plus. Familiarity with Court Alert a plus.
Computer proficient with familiarity of various database systems including Outlook, Google Chrome, MS Word, and Adobe preferred. Data entry skills with 85% accuracy and minimum keyboarding skills of 30 wpm are preferred. Ability to learn and utilize specific internal or third-party Docket Department software.
Strong knowledge of court rules and procedures and the litigation process required. Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
An aptitude for detail and accuracy to analyze, interpret, and process documentation for docketing purposes, perform essential duties relating to day-to-day docketing procedures, and respond to docket inquiries. Ability to articulate potential issues and propose resolutions to attorneys.
Excellent follow-through skills with the proven ability to prioritize numerous tasks and handle multiple functions in a fast-paced, deadline-driven, detail-oriented work environment.
Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to interpret source data, perform data entry, proofread material for grammatical, typographical, and spelling errors, and perform Docket file maintenance.
Ability to perform mathematical calculations and apply mathematical concepts when performing and verifying calculations on forms and documents.

Responsibilities

Maintain up-to-date knowledge of State, Federal, Local, and Judge’s rules. Ability to research resource guides, rules and statutes, authorities, and numerous courts’ websites.
For each case being monitored, identify the correct rule set to be used in the calendaring system. Provide attorney and secretary with a printed copy of the judge's standing orders upon request.
Maintain a working knowledge of the Docket Department’s database as it relates to day-to-day work production. Create and distribute various calendar and timekeeper reports.
Review court documents, legal correspondence, and attorney requests and enter deadlines into the Docket Department’s database, CourtAlert. Maintain firm policies to ensure the accurate entry of deadlines and docket entries into CourtAlert.
Communicate with case teams in advance of filings, review the filings for conformity with court rules, file with the court, and deliver courtesy copies. Communicate directly with the courts to ensure filings are accepted.
Monitor daily receipts of all electronic court filings (ECF) to ensure that events are timely posted on attorney and firm calendars.
Communicate quickly and clearly via email and phone to inquiries from attorneys, legal executive assistants, and paralegals regarding docket entries, court procedures, and filings.
Participate in professional organizations that promote the on-going education of Federal, State and Local rule changes. Prepare and distribute announcements regarding same to local attorneys and legal support staff.
Work with the Litigation Services Counsel to implement procedures for systems, processes, technology and services to ensure continual service enhancements, cost reductions, and organizational consistency with firm policy. Recommend changes in procedures to improve efficiency and effectiveness of the Department.
Ensure consistent application of firm policy and adherence to risk management guidelines, as defined by the firm’s legal malpractice carrier, to minimize potential malpractice exposure.
Create Docket system electronic reminders and appointments/events on the attorney and firm calendar. Create and distribute printed reports, as requested, by attorneys.
Answer and process incoming telephone calls and respond to e-mail inquiries disseminating information relative to the courts, judge’s standing orders and Docket Department procedures.
Assist with training of new Docket staff.
Periodic review of case status (i.e. active or closed). Create and distribute reports to attorneys, obtain information and update database.
Provide Electronic Case filing (CM/ECF) support to legal staff. Maintain knowledge base of e-filing requirements and procedures for all courts serviced by the Los Angeles and Dallas attorneys. Maintain tracking log of attorney court registrations, including expiration dates, and notify attorneys to ensure no lapse in registration. Assist attorneys with updating their PACER account for NextGen filing.
Maintain accurate attorney filing credentials, create court admission accounts for attorneys, and troubleshoot credential issues.
Forward court documents and incoming mail/email relating to active cases as provided by attorneys and legal support staff to appropriate firm personnel. Coordinate with the Record Center to ensure pleadings are indexed in the Records Management System.
Perform searches for court information through on-line service providers such as Pacer, Courthouse News and others.
Ensure exceptional client service levels are achieved in delivery of services to secretaries, paralegals, attorneys, and vendors.
Participate in Docket Department meetings. Provide assistance with implementation of new technology and procedures affecting the firm.
Ability and willingness to handle after hours filings when needed. Occasional overtime may be required.