Assistant Managing Clerk
ASSISTANT MANAGING CLERK
FLSA Status: Non-Exempt
Reports to: New York Managing Clerk
Office: New York
Hours of Business: 10:00am-6:00pm
SUMMARY: Under direct supervision of the Managing Clerk, this position provides administrative and clerical support to multiple attorneys. This position is responsible for providing assistance and support in all areas of state and federal litigation practice and arbitrations for the firm’s NYC office. Responsibilities also include maintaining an updated docketing calendar, case research, filing papers with the court in person and electronically, formatting and preparing pleadings, memoranda.
Essential responsibilities for this role are to work with a team of attorneys and legal assistants on all aspects of state and federal litigation and arbitrations, including but not limited to:
- Aid with the preparation, filing, and organization of pleadings, memoranda, and other legal documents; managing multiple fast-moving dockets.
- Assist with in person court filings and requests including but not limited to, attending local calendar calls, submitting courtesy copies, filing under seal, copying of VIP time sensitive court orders, obtaining copy of transcripts, and obtaining certificates of good standing.
- Assist and help maintain an up to date comprehensive list of all attorneys ECF user names and passwords.
- Support attorneys in gaining admission to courts across the country and assist in creation of their new ECF accounts. Provide assistance and guidance in the submission of pro hac vice applications for attorneys in jurisdictions across the country. Manage and organize medium and large case document collection and productions including electronically stored information.
- Performing and aiding with legal and factual research projects.
- Assist with issues arising from service of process, including engaging process servers, skip tracers, etc.
- Assist Managing Clerk as secondary point of contact with vendor and business partner relationships.
- Respond to requests from attorneys from other DWT offices inquiring as to litigation processes and procedure related to our local jurisdictions. Clearly communicate requirements and next steps in order to finish the request.
- Assist with tracking of cases of interests, daily and weekly monitoring of pending appellate decisions across multiple jurisdictions.
- Assist Managing Clerk with maintaining budget and payment of expenses related to litigation docketing services.
- Compute and calendar incoming litigation due dates by utilizing firm’s docket software system.
- Generate and distribute daily and weekly litigation reports for attorneys and managing clerk’s office.
- Alert litigation attorneys and paralegals to receipt of court papers and their impending deadlines.
- Maintain positive, collaborative relationships with court personnel and internal colleagues.
- Assist with other special projects, tasks, and/or support as assigned.
- Maintain regular and consistent attendance and punctuality. Adhere to schedule by being timely on breaks, lunches and meetings.
- 3+ years’ experience providing support in a Docketing or Managing Clerk office, or equivalent experience as a paralegal dealing directly with the courts, is required; civil litigation legal assistant/paralegal experience is a plus.
- College degree or completion of a legal assistant program desired.
- Knowledge of civil procedures; court procedures and rules of all local courts including but not limited to all local courts (SDNY, EDNY, DNJ, Second Circuit Court of Appeals, Third Circuit Court of Appeals, Supreme Court of the United States, New York County Civil Court, New York County Supreme Court, Queens County Supreme Court, Kings County Supreme Court, Bronx County Supreme Court, Richmond County Supreme Court, Appellate Division First Department, Appellate Division Second Department, New York State Court of Appeals).
- Database knowledge of databases; Pacer; Lexis/Nexis; Westlaw; Compulaw, ProLaw, CourtAlert; MA3000; MSWord; Excel; PowerPoint.
- Experience with complex commercial litigation.
- Willingness to adapt to and learn new technology, software programs, and upgrades.
- Excellent grammar, proofreading and superior organizational skills required.
- Strong communication skills, both verbal and written, with clients, attorneys, and staff members and other business contacts are required.
- Ability to communicate and handle stressful situations in a professional, calm, courteous manner.
- Willingness to work in a team-oriented, service environment. Exhibit professional maturity and approach litigation as proactive rather than reactive.
- Demonstrate firm commitment to providing customer service excellence, i.e., identify and address requests before they arrive, prevent common mistakes that occur during the litigation work process.
- Ability to problem solve, pay careful attention to detail and organize workload in order of importance to meet deadlines.
- Demonstrate follow-up skills; follow through a project from beginning to end.
- Exhibit a desire to team with support staff, peers, attorneys and administrators by demonstrating willingness to undertake additional responsibilities, research and learn litigation processes and procedures in different jurisdictions, teach and assist others as the need arises.
- Ability to maintain reliable attendance record and punctuality.
- Flexibility for overtime is essential.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee may occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.
This position description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.