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Docketing Supervisor

Job ID: 4660

Updated: Aug 15, 2018

Location: Chicago, IL, United States

Category: Conflicts Docket/Records Mgmt


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Docketing Supervisor manages the Firm’s calendar of upcoming due dates for all currently pending cases in various courts, assists in filing pleadings in both paper and electronic formats, and is a resource for information regarding state and federal court rules.  The major focus and mission of the Calendar Court Services "CCS" Department is to provide accurate and efficient customer service to the Firm and to protect the rights of Firm clients in court-related matters.

The Chicago Docketing Supervisor “(Supervisor”) oversees the administration and operations of the CCS Department and supervises the tasks and performance of CCS staff.  This is a working role, and the Supervisor is expected to both support and perform all CCS tasks, including: the calendaring of court-related deadlines into the Firm’s automated calendaring system, execution of court-related filings in both manual and electronic form, court rule support, and legal document acquisitions for the Firm.  The Supervisor reports to the Chicago CCS Manager (“Manager”) and is subject to the same requirements for availability and responsiveness as the Manager.

ESSENTIAL JOB FUNCTIONS

  • Supervise the Chicago CCS staff:
    • Ensure that the Chicago CCS staff works as a cohesive team, consistently adhering to Firm standards for service and delivery.
    • Mentor and coach CCS staff as needed.
    • Provide ongoing and regular feedback on performance including annual performance reviews.
    • Develop and manage personnel development plans for individual staff members.
    • Develop and maintain training programs for new and established CCS personnel including training documentation, training on systems and procedures, and scheduled peer review.
    • Review and disseminate all Firm customer service requests among the CCS team, while tracking progress, responses and completion.
    • Keep the CCS Manager apprised regarding the performance of individual CCS personnel.
  • Oversee and perform CCS calendaring and processes:
    • Provide Firmwide calendaring support to US practice groups.
    • Add new cases, court rule sets, jurisdictions and all relevant data into the Firm’s calendaring system (CompuLaw).
    • Review, research, add, change, and accurately calculate court rule-based event deadlines to be added into the Firm’s calendaring system.
    • Generate daily CCS staff audit reports of all events added into the Firm’s calendaring system.
    • Review and verify audit reports and adjust as needed. Proactively discuss results and patterns with CCS staff and actively seek solutions to reduce the potential for errors.
    • Run relevant case, party and event reports for all calendaring events and cases added.
  • Oversee and perform CCS court filing tasks:
    • Complete electronic and manual court filings in federal, state and appellate courts to ensure that all documents comply with court procedural filing rules and Chicago CCS practices and policies.
    • Have a working knowledge of federal and state electronic filing systems (ECF, I2File, Odyssey, File & Serve and other local systems).
    • Troubleshoot all court-related problems and provide solutions and practical knowledge to CCS staff, attorneys and paralegals as needed.
    • Keep current with computerization and electronic filing initiatives of various court on a nationwide basis.
  • Oversee and perform CCS court services tasks.
    • Assist attorneys and staff with appropriate research tools used to identify and comply with state and federal court rules and procedures.
    • Develop and maintain strong relationships with court and judges’ office personnel to ensure that Firm filings are done expeditiously and correctly for clients.
    • Research and retrieve legal information, set up party/litigant alerts and docket tracks, and retrieve judge and case information from court-related vendor databases (PACER, Westlaw Court Express, Bloomberg Law, Access Plus and Jura Law) and other online sources.  Coach others on how to use these databases effectively.
    • Research and complete customer service requests to acquire national, global and archived court documents, using available court-related vendor databases.
    • Guide attorneys through the process of applying for pro hac vice admission to federal and state courts.
    • Assist in the collection and verification of bar registration information.
  • Perform CCS Administrative tasks.
    • Establish and maintain best practices standards for court-related tasks and for the internal operations of the Chicago CCS Department.
    • Recommend and implement process and technology changes to improve efficiency and effectiveness, and to ensure high standards for customer service.
    • Provide support and collaboration with CCS personnel in other offices as needed.
    • Present CCS seminars to attorneys and legal support staff.
    • Consult with Manager, attorneys, the Office of the General Counsel and risk management leadership as necessary for guidance on the identification and resolution of CCS risk or administrative issues.
    • Manage projects as assigned by the Manager.
    • Be available for urgent and confidential situations, including evenings and weekends. Be available 24/7 via mobile device.
    • Other duties as assigned by the Manager.

Qualifications & Requirements

The Supervisor will possess eight to ten years of prior experience in the Calendar Court Services/Docket Department of a national law firm.  Previous supervisory experience and demonstrated leadership skills are a plus.  CompuLaw database expertise preferred. A four-year college degree is required in an area applicable to the duties described above (e.g., legal studies, business, or paralegal studies), but other professional experience or education will be considered.

The Chicago CCS Supervisor must have:

  • Extensive knowledge of federal, state, local court rules.
  • Proficiency in business process improvement methods. 
  • A strong service orientation.
  • Excellent oral and written communication skills.
  • Discernment and awareness of when to escalate problems.
  • Organizational skills.
  • Intellectual curiosity.
  • The ability to prioritize and handle multiple projects at once, meet required deadlines, and work in a fast-paced environment with minimal supervision.
  • Strict attention to detail and strong interpersonal skills.
  • Adaptability and capacity to learn new processes and technologies.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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