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Years of Experience
ProfileChicago office of our client seeks litigation services counsel with preferably 4+ years of experience. The candidate under the general direction of the National Records and Docket Manager and the Chief Administrative Officer, and according to established Firm policies and procedures, will exercise discretion and independent judgment in facilitating actions required for calendaring, docketing and Case Management/Electronic Case Filing (CM/ECF). Will be responsible for providing day-to-day management of the activities of all staff members in the Chicago Docket Department, monitoring information entered into the Firm Docketing systems and providing Docketing systems and general litigation support. Maintain a direct line of communication to the National Records and Docket Manager on all substantive issues and provide administrative reports on specific activities. Maintain professionalism and strict confidentiality in all client and Firm matters. Directly supervise and fully manage the Chicago Docket staff and all docket related services, including all calendaring and docketing in the Docket system. Process new cases expeditiously and provide timely information to the Conflicts Department. Audit Docket entries placed in the Docket database for accuracy. Maintain a thorough working knowledge and ensure the proper maintenance and integrity of the Docket Department database as it relates to day-to-day work production. Conduct staff meetings and training sessions where appropriate. Create and maintain acceptable standards of professionalism for staff members and promote same to everyone utilizing the services of the Docket Department. Ensure exceptional client service levels are achieved in delivery of services to secretaries, paralegals, attorneys, and vendors. 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. Ensure suitability of legal documents for filing and for conformance with applicable federal, state and local court rules. Assist attorneys in the handling of complex litigation. Meet with attorneys on special or large volume cases to determine how information will be entered into the Docket system. Appear in court on behalf of attorneys, if needed, for routine motion calls and similar actions. Maintain up-to-date knowledge of the Federal Rules of Civil Procedure, Illinois state and local rules of the courts. Ability to research and locate current rules pertaining to other jurisdictions on an as needed basis. Communicate to attorneys information regarding rule changes and/or changes in court procedures. Draft appropriate memoranda and distribute to case team. Conduct case law, interested and involved party (including judges, potential arbitrators, opposing counsel) research and analysis related to prospective and active litigation; prepare corresponding memoranda. Answer civil and criminal procedural questions posed by attorneys, as needed. Perform on-going review of the automated court rule sets as provided by the vendor to ensure that they reflect accurate date calculations so that filing deadlines and critical dates are not missed. For each case being monitored, identify the correct rule set to be used in the calendaring system. Maintain knowledge base of e-filing requirements and procedures for all courts serviced by the Chicago Attorneys. Provide assistance and advice to attorneys and staff concerning electronic case filing issues. Monitor daily receipts of all CM/ECF to ensure that events are timely posted on attorney and Firm calendars. Supervise the staff to ensure appropriate Docket system reminders are set electronically and/or paper based reports are distributed to attorney and staff. Approve all client chargeback for case filings, photocopies or other court related fees, including sign-off and coding of vendor invoices and petty cash reimbursement requests. Periodic review of case status (active or closed).Create and distribute reports to attorneys, obtain information and update database. Mentor and train litigation associates and docket personnel on all Illinois court rules and procedures. Provide training on how to draft and file various types of litigation documents. Work with the Firm's Attorney Development Department to conduct in-house training (obtain continuing legal education credit, where applicable) on topics that relate to risk management, loss prevention, and Firm policy for the Docket Department. Provide training on the Docket system, court rules and filing procedures to Chicago legal and support staff. Work with the National Records and Docket Manager 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. Participate in meetings and discussions with other Firm office locations as related to Docket policy and procedure. Provide assistance with implementation of new technology and procedures affecting the Firm. Supervise staff and participate in the testing of docketing system improvements, enhancements and new applications. Participate in the selection of and training on future calendaring technologies. Attend all departmental or administrative meetings and/or conferences to obtain a “full-range” knowledge of the operation of the Firm. Assist with special projects as requested by General Counsel, Local Managing Partner, or the National Records and Docket Manager. 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. Maintain departmental attendance records. Monitor and review daily timesheets of Docket Department staff. Monitor unscheduled absences and identify excessive absenteeism trends. Consult with HR to determine proper disciplinary action, if necessary. Provide back-up responsibilities for the Docket Department in the absence of the Docket Coordinators and Assistants. Strong knowledge of Federal/Illinois State and Local court rules required, including expertise in Case Management/Electronic Case Filing (CM/ECF) procedures is needed. Managerial experience in the docket department of a large law firm is a plus. Mastery of applicable docketing/calendaring procedures are essential. Must be fully licensed in the state of Illinois.
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