E-Filing Specialist

Career Group; New York (NY); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Discretionary bonus

Strong benefits package

Job summary

Career Group is seeking an E-Filing Specialist to ensure the accurate filing of legal documents in court systems across jurisdictions. This fully remote role supports attorneys and litigation teams, necessitating proficiency in electronic filing procedures and managing various deadlines. The position offers a competitive salary between $90k and $120k based on experience, alongside a generous benefits package. Candidates must be prepared for occasional onsite work during the initial onboarding phase and must reside in New York for convenience.

Qualifications

• Minimum of 3 years of experience in an e-filing focused role, with primary responsibilities centered on e-filing.
• Proficiency in electronic filing and docketing.
• Ability to work independently with limited supervision.

Responsibilities

• Ensure accurate and timely filing of legal documents in court systems.
• Prepare and submit filings via e-filing portals.
• Collaborate with attorneys, paralegals, and other team members.

Skills

Proficiency in MS applications

Knowledge of litigation processes

Ability to navigate court websites

Communicate effectively

Ability to perform under pressure

Education

Minimum 3 years of experience in e-filing

Tools

MS Word

Adobe

Job description

Our client, a premier litigation law firm, is seeking an E-Filing Specialist to join their impressive and collaborative team!

This role is responsible for ensuring the accurate and timely filing of legal documents in court systems across federal, state, and appellate courts within multiple jurisdictions and time zones. This position supports attorneys, paralegals, and litigation teams by managing electronic filing, maintaining compliance with court and judge rules and procedural requirements, and coordinating service-of-process.

* This is a fully remote position, but candidates must be able to reliably commute to their office in Midtown West. On-site attendance will be required on a regular basis during the first 90 days for onboarding and training, and occasional on-site presence will be required once remote.

Compensation: $90-120k base salary DOE + discretionary bonus + very strong benefits package

Hours: 4pm -12:30am EST, occasional OT is required

Responsibilities

• Electronic Filing & Document Management
• Serve as the subject matter expert in e-filing with various state and federal courts, ensuring timely filing of legal documents.
• Prepare and submit filings via e-filing portals (e.g., LegalConnect, One Legal, PACER, NYSCEF, File & Serve).
• File legal pleadings in various federal, state, and appellate courts nationwide, often on short notice, while ensuring awareness of the filing jurisdiction's time zone to meet applicable deadlines.
• Understand and accurately execute the procedures for filing sealed and/or confidential documents, including proper redaction techniques in compliance with applicable court rules.
• Locate court and judge rules and confirm documents comply with local court rules and filing requirements across jurisdictions.
• Format legal pleadings, including generating tables of contents and tables of authorities.
• Hyperlink briefs to cited authorities and court documents when required by court rules.
• Assist with exhibit formatting, including adding slip sheets, and ensure documents meet court-imposed size limitations.
• Review and verify electronic filing receipts, ensuring confirmation is saved and distributed to case teams.
• Client and Team Support
• Collaborate and coordinate effectively with secretaries, paralegals, and attorneys to manage filings and schedules as necessary to meet critical deadlines.
• Communicate regularly and clearly regarding filing status, conformed copies, and rejections with attorneys, secretaries, and paralegals.
• Communicate and offer guidance to attorneys on scheduling strategy for large or complex filings requiring submission across multiple cases.
• Prioritize and monitor rush requests and escalations to meet deadlines.
• Troubleshoot and resolve filing-related issues by coordinating with courts, clerk’s offices, vendors, or attorneys and paralegals.
• Provide training or guidance to team members regarding filing prep, procedures and platforms.
• Circulate filed/sealed documents when requested.
• Assist with general secretarial overflow during filing downtime, including, but not limited to, updating case management documents, drafting letters, and saving and organizing documents in the firm’s iManage document management system.
• Compliance and Continuous Improvement
• Stay current with court and judge rules, local procedures, and e-filing requirements across jurisdictions.
• Understand and execute procedures for filing sealed and/or confidential documents, including proper redaction methods.
• Maintain accurate records of filings, docket updates, and case documentation in iManage document management system.
• Record all your work in the firm’s timekeeping system to help track resource allocation and productivity.
• Assist with implementation of new filing technology and process improvements.
• Maintain and update e-filing registrations, login credentials, and admission renewals as required.
• Adhere to standardized policy and procedures to ensure uniformity across all offices.

Knowledge, Skills and Abilities

• Be proficient in MS applications, Word, Adobe, Best Authority, and filing platforms such as FileTime, NYSCEF, and Pacer to name a few.
• Vast knowledge of litigation processes and procedures, including legal document creation and the format required for filing in different jurisdictions and/or where to locate the information.
• Ability to navigate court websites and locate court rules in multiple jurisdictions.
• Proven ability to perform effectively under pressure and meet tight deadlines in high-stress situations, including the capacity to juggle multiple projects.
• Capable of working independently with limited supervision, exercising sound judgment to determine appropriate filing methods when court assistance is unavailable, and to anticipate problems and determine appropriate solutions in order to complete all assigned tasks.
• Discernment to elevate questions to attorneys when court guidance is not accessible.
• Demonstrated ability to communicate effectively with professionalism and accuracy.

Qualifications/Experience/Education

• Minimum 3 years of experience in an e-filing focused role, with primary responsibilities centered on e-filing.
• Proficiency in electronic filing and docketing.

Work Hours

• This is a remote position; however, on-site attendance will be required on a regular basis during the first 90 days for onboarding and training which will be coordinated to ensure consistency while allowing for reasonable flexibility. After the probationary period, occasional on-site attendance may be required for limited periods at the firm’s discretion.
• Able to work overtime, as needed.