E-Filing and Docketing Specialist

Fox Rothschild; Sarasota (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Fox Rothschild LLP in Sarasota, FL seeks an ARC Filing & Docketing Specialist to manage calendars and filing processes firm-wide, including federal, state, and administrative filings. You will handle docket reviews, document management, and coordination with practice teams to meet deadlines.

The ideal candidate has 5+ years in a law firm support role, strong MS Office skills, familiarity with PACER/File & Serve, and the ability to work 10:00–7:00 M-F with confidentiality and professionalism.

Qualifications

• Associate’s Degree preferred; Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.
• Minimum of five (5) years’ related experience at a law firm or legal or corporate department preferred.
• Previous paralegal experience including state and federal court filings, drafting pleadings and discovery, and document review.

Responsibilities

• Calendaring and critical data management (docketing) with daily data entry into calendaring system.
• Perform federal, state, appellate and administrative electronic filing; verify format, fees, and copies.
• Coordinate with outside service-of-process vendors nationwide; follow-up on proof of service.
• Retrieve documents from courts’ websites and interface with outside vendors.
• Maintain case files and adhere to firm policies and confidentiality.

Skills

MS Office Suite (Outlook, Word, Excel,

Court filing rules

Electronic filing systems

Legal terminology

Multitasking / deadline-driven

Communication skills

Keyboarding 60 wpm

Confidentiality

Professional demeanor

Education

Associate’s Degree preferred

Bachelor’s Degree a plus

Job description

As a member of the Attorney Resource Center (ARC), with a focus on Docketing and Court Filing, the ARC Filing & Docketing Specialist provides critical date management and court/administrative agency filing support to attorneys firm-wide. The ARC Filing & Docketing Specialist works collaboratively and cooperatively with others in a team-oriented environment to deliver the highest level of service to internal and external clients.

Work Schedule Requirement

This position is expected to work a schedule of 10:00 AM to 7:00 PM, Monday through Friday, local time in the employee's respective work location.

Essential Functions

• Calendaring/Critical Data Management (Docketing)
  • Review documents, including but not limited to, correspondence, pleadings, discovery, filings and deposition notices for relevant and pertinent deadlines.
  • Research inquiries from legal and administrative staff regarding deadlines.
  • Docket client-specific actions with accuracy in accordance with case team preferences, including daily data entry into the calendaring database according to firm wide and department standards.
  • Independently perform comprehensive docket review of electronic filing receipts from all platforms/outlets, updates to system, saves to designated location in firm document management system and distributes to case team members.
  • Prioritize and process requests received from attorneys, paralegals and/or Client Service Specialists to docket litigation deadlines in active litigation for clients.
  • Oversee the setting up and maintaining of case files.
  • Adhere to all firm policies, procedures, standards and guidelines; maintain confidentiality.
• Court Filing/Electronic Filing
  • Perform all federal, state, appellate and administrative electronic filing.
  • Research and respond to inquiries from legal and administrative staff regarding court and/or administrative rules, electronic filing procedures, and all other similar inquiries.
  • Review documents before service and filing to confirm format, filing fees, required number of copies and any other logistics related to the filing.
  • Prioritize and process electronic/filing requests received from any and all case team members including attorneys, paralegals and/or Client Service Specialists.
  • Scan, save and/or copy court documents as required.
  • Coordinate with outside service-of-process vendors nationwide, including follow-up through receipt and processing of completed proof of service.
  • Retrieve documents from courts’ websites and interface with outside vendors to retrieve documents from all courts (state and federal).

Additional Functions

• Other related duties, as assigned.

Education

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

• Associate’s Degree preferred. Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.

Experience

• Minimum of five (5) years’ related experience at a law firm or legal or corporate department preferred.
• Previous experience working as a paralegal (including extensive experience with state and federal court filings, drafting pleadings and discovery, and document review).

Knowledge, Skills, & Abilities

• Must have exceptional technical skills and an advanced-level working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.
• Must possess working knowledge of Federal and State court rules and electronic filing processes and procedures (i.e., Pacer, File and Serve, etc.), related agency filings and docketing.
• Proven proficiency using legal terminology and experience working in related practice area(s).
• Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
• Ability to effectively gather and summarize information to complete tasks.
• Ability to adapt to differing substantive and individual styles and administrative tasks applicable to a variety of practice areas.
• Possess a high level of proficiency using a variety of office equipment, including personal computer, copier, telephone, transcription equipment, etc.
• Keyboarding skills of 60 wpm or higher required.
• Excellent verbal and written communication skills. High level of interpersonal skills required to handle sensitive and confidential situations.
• Position requires a professional demeanor and appearance including possessing poise, tact and diplomacy.
• Ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.

Work Environment & Physical Demands

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

Compensation & Benefits

The salary range reflects a variety of factors that are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for a position. A reasonable estimate of the current ranges for this position are:

• Denver, Seattle, and Washington, D.C.: $75,000 - $90,000
• Chicago and Minneapolis: $65,000 - $75,000

For information on Fox Rothschild's compensation and benefits visit: Compensation & Benefits (foxrothschild.com)

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

The Firm provides equal employment opportunity to all employees and applicants for employment without regard to a person’s race, color, religion, sex, gender, pregnancy, childbirth or related medical conditions, gender identity or expression, sexual orientation, age, ancestry, national origin, marital status, military or veteran’s status, medical condition, disability, individual genetic information, protected leave or any other factor protected under federal or state applicable laws.