Records and Docket Clerk - 2 Openings Available

Kjar, McKenna & Stockalper, LLP; El Segundo (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

Kjar, McKenna & Stockalper, LLP is seeking a detail-oriented Records and Docket Clerk to support attorneys by managing court deadlines, calendaring events, and monitoring notices and filings. This role ensures compliance with court rules and supports defense litigation matters.

The ideal candidate is organized, deadline-driven, and able to handle multiple priorities in a fast-paced legal environment.

Qualifications

• High school diploma or equivalent required.
• 1–2 years coordinating records retrieval and calendar management in legal/related field preferred.
• Strong organization, attention to detail, and ability to manage multiple deadlines.

Responsibilities

• Coordinate retrieval of records via subpoenas, authorizations, vendors, and custodians.
• Review notices and filings to identify deadlines and calendar accordingly.
• Maintain discovery shells, templates, and tracking logs for matters.
• Organize and maintain records and discovery documents for litigation teams.
• Schedule hearings, depositions, and other events; manage calendar conflicts.
• Maintain case management data and generate deadline reports.

Skills

Records management

Calendar management

Attention to detail

Organizational skills

MS Outlook

MS Word

MS Excel

Communication skills

Confidentiality

Education

High school diploma

Paralegal certificate

Associate degree

Tools

Legal calendaring software

Document management system

Job description

Kjar, McKenna & Stockalper, LLP is seeking a detail-oriented Records and Docket Clerk to support attorneys and litigation teams by managing court deadlines, calendaring events, and monitoring litigation-related notices and filings. This position plays a critical role in ensuring compliance with court rules and deadlines while supporting the efficient management of the firm's defense litigation matters.

The ideal candidate is highly organized, deadline-driven, and able to manage multiple priorities in a fast-paced legal environment.

Essential Duties and Responsibilities

Records Retrieval and Discovery Support

• Coordinate the retrieval of records through subpoenas, authorizations, records vendors, and third-party custodians.
• Track outstanding records requests, monitor turnaround times, and follow up with providers, vendors, and custodians to ensure timely receipt of records.
• Prepare, update, and maintain discovery shells, templates, and tracking logs for active litigation matters.
• Organize, index, and maintain records and discovery-related documents, ensuring materials are accurately saved and distributed to the appropriate litigation team members.

Docketing and Calendaring

• Review court notices, filings, orders, and correspondence to identify deadlines and scheduling requirements.
• Calculate and calendar deadlines in accordance with applicable court rules, statutes, and attorney requirements.
• Maintain accurate litigation calendars for attorneys and practice groups.
• Monitor upcoming deadlines and distribute reminders to attorneys and support staff.
• Update deadlines and schedules when continuances, court orders, or case developments occur.
• Track critical dates, including hearings, trials, mediations, depositions, discovery deadlines, and expert disclosure deadlines.

Court Filing and Notice Management

• Monitor electronic filing systems and incoming court notifications.
• Review filing confirmations and distribute filed documents to the appropriate legal teams.
• Maintain records of court notices, hearing dates, and filing deadlines.
• Assist with tracking service and filing deadlines across active litigation matters.

Scheduling and Coordination

• Schedule hearings, depositions, mediations, and other litigation-related events.
• Coordinate attorney availability and calendar conflicts.
• Communicate scheduling changes and updates to attorneys and support staff.
• Assist with conference room reservations and meeting logistics as needed.

Case and Data Management

• Maintain accurate information within the firm's case management and calendaring systems.
• Perform routine audits of calendars and docket entries to ensure accuracy and completeness.
• Generate deadline and calendar reports for attorneys and management as requested.
• Organize and maintain litigation scheduling records and related documentation.

Administrative Support

• Assist with litigation-related administrative projects.
• Support attorneys, legal assistants, and paralegals with docketing and calendaring requests.
• Participate in process improvement initiatives to enhance calendar and docket management practices.
• Perform other duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Minimum of 1-2 years of experience coordinating records retrieval, tracking records requests, and managing records-related documentation in a legal, insurance, healthcare, or professional services environment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines and priorities in a fast-paced environment.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications

• Experience utilizing legal calendaring, docketing, and document management systems preferred.
• Familiarity with litigation procedures, legal terminology, court rules, and e-filing processes.
• Associate degree, paralegal certificate, or coursework in legal studies.

Knowledge, Skills, and Abilities

• Ability to learn and apply court rules, filing procedures, and litigation deadlines.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to work independently while collaborating effectively with attorneys and support staff.
• Strong organizational, communication, and time management skills.
• Ability to prioritize competing deadlines and responsibilities.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to occasionally lift and move files or office materials up to 20 pounds.

Work Environment

• Professional office environment.
• Frequent interaction with attorneys, legal assistants, paralegals, court personnel, and vendors.
• Fast-paced environment with competing deadlines and priorities.

Equal Employment Opportunity

Kjar, McKenna & Stockalper, LLP is an Equal Opportunity Employer. The Firm is committed to providing equal employment opportunities to all applicants and employees and prohibits discrimination and harassment of any kind. Employment decisions are made without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

Any offer of employment with Kjar, McKenna & Stockalper, LLP is contingent upon the successful completion of a background check conducted in accordance with applicable federal, state, and local laws. The background check may include verification of employment history, education, credentials, professional licenses, and other job-related information. Applicants will be provided all required notices and authorizations prior to any background screening. Failure to meet the firm's employment requirements may result in withdrawal of the employment offer.