Docketing Specialist

Job Summary

The Docketing Specialist acts as the firm’s deadline guardian by managing the master legal calendar helping ensure compliance with court rules and filing requirements. This role interprets incoming litigation or intellectual property documents, accurately calculates critical case deadlines, and enters them into specialized docketing software. By auditing schedules, generating risk reports, and alerting legal teams, the specialist prevents missed filings and protects the firm from malpractice risks.

• This is a nonexempt position.
• Hours: Monday through Friday – 8:30 a.m. – 5:00 p.m. (lunch noon-1:00 p.m.)
• Dress Code: Professional/Business Casual

Essential Duties & Responsibilities

• Enter, update, and track critical dates within the firm’s centralized docketing software.
• Research local court jurisdications and administrative updates to ensure calculation rules remain current.
• Review incoming litigation pleadings, court orders, motions, and USPTO patent/trademark correspondences.
• Apply state/federal civil procedure rules and IP statutory guidelines to determine exact due dates.
• Monitor electronic court filing (ECF) portals and intake queues for new case activity.
• Review daily dockets with legal teams to confirm upcoming filings are on schedule.
• Update, configure, and apply standard firm software jurisdiction rule sets for state, federal, and appellate courts.
• Create new matter profiles in firm software ensuring accurate coding for practice groups, jurisdictions, and attorneys.
• Set up automated firm software reminder triggers and cascading deadline sequences based on specific triggering events.
• Calculate precise timelines for answering complaints, responding to motions, and handling counterclaims.
• Track complex, interlocking deadlines for interrogatories and expert witness disclosures.
• Build backward-planning docket sequences in firm software for trial deliverables, including exhibit lists, motions in limine, and jury instructions.
• Coordinate and log deadlines for deposition notices, subpoenas, and transcript review periods.
• Manage strict statutory windows for filing notices of appeal, cross-appeals, and appellate briefs.
• Track compliance windows for non-party document subpoenas and deposition appearances.

Education & Experience Requirements

• Equivalent combinations of education, training, and relevant docketing, calendaring, litigation support, intellectual property, paralegal, or law firm experience will be considered.
• Three or more years of experience in legal docketing, litigation support, case management, calendaring, paralegal work, intellectual property administration, or a law firm environment strongly preferred.

Knowledge, Skills & Abilities

• Working knowledge of state and federal civil procedure, local court rules, discovery schedules, trial countdowns, and appellate filing timelines.
• Working knowledge of USPTO patent and trademark prosecution lifecycles, statutory filing windows, and maintenance fee or renewal schedules.
• Hands-on proficiency with firm software, including applying automated rule sets, managing workflow triggers, and generating custom reports.
• Clear understanding of the overall structural workflows, legal terminology, and critical risk points inherent to both civil litigation and intellectual property prosecution.
• Ability to maintain confidentiality related to the body of work.
• Proficiency with Microsoft Ofce Suite (Word, Excel, Outlook), iManage, SharePoint, OneDrive, LexisNexis, Westlaw, and docketing software preferred.
• Ability to create, compose and edit letters, memoranda, and other documents.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to work effectively with attorneys, paralegals, legal assistants, court personnel, and administrative staff while managing numerous matters and deadlines simultaneously.
• High attention to detail and accuracy in calculating and tracking deadlines and court-related time periods.
• Strong analytical skills, with the ability to compile, organize, and verify information.
• Conduct periodic audits of docketed dates and active matters to ensure accuracy and completeness.
• Maintain integrity of docketing and calendaring databases through regular review and updates.
• Generate and distribute daily, weekly, and customized deadline reports to attorneys and practice groups.
• Strong written communication skills, including the ability to prepare reports, deadline notifications, procedures, and professional correspondence.
• Excellent communication skills, with the ability to interact with attorneys, clients, and external parties to coordinate and discuss complex legal matters.
• Ability to manage multiple tasks and solve practical problems, often with limited standardization.
• Strong organizational skills, with the ability to maintain and prioritize multiple cases and projects simultaneously.
• Ability to work effectively in a team, developing constructive and cooperative working relationships with colleagues and clients.

Interested candidates, please click the Apply button below to access the application form. Please include a brief statement of your relevant experience and why you are excited to join our team, and upload a resume and cover letter. No phone calls, please.