Court Services Specialist

Court Services Specialist

The Court Services Specialist provides support by completing all litigation rule based docketing and e-filing requests. The Court Services Specialist plays a critical role in ensuring compliance with state, federal, local, and agency court rules. This position is responsible for conducting court related legal research and analysis to apply rules of civil procedure and court requirements to calculate and calendar litigation deadlines as well as conduct, prepare and submit e-filings in accordance with court and judges procedures.

Reporting to the Director of Court Services, the Court Services Specialist works collaboratively alongside Filing Specialists, Docket Specialists, Docket Manager and the Senior Court Services Specialists to support firmwide litigation operations. The role serves as an operational liaison between attorneys, internal teams, and court personnel, contributing to accurate calendaring, timely e-filings, and effective risk management through attention to detail, procedural knowledge, and adherence to established processes. A Court Services Specialist will maintain regular office hours consistent with the Firm's normal or extended business hours and be available, as needed, for after hours and weekend overtime.

Job Functions & Responsibilities

Rule-Based Docketing & Calendaring

• Perform rule based calendaring by reviewing pleadings, orders, notices, and correspondence to identify and calculate applicable litigation deadlines.
• Research and apply state, federal, local, judge specific, and agency rules of procedure when determining deadlines.
• Log and process calendar requests using the firm's docketing and calendaring systems.
• Create, update, and maintain deadlines and trial calendars for new and existing matters.
• Generate weekly and customized calendar reports for attorneys and litigation teams.
• Conduct calendar review meetings with attorneys or paralegals to confirm accuracy and upcoming deadlines.
• Respond to calendar inquiries and assist with investigations related to docketing or calendaring concerns.
• Follow departmental procedures and assist with implementing solutions to mitigate future calendaring issues.
• Answer procedural questions related to date calculations and calendaring mechanics, escalating unusual or unclear issues as appropriate.

Legal Research & Court Rules Analysis

• Research court rules, rules of civil procedure, judges' standing orders, and filing requirements using court websites and legal research tools (e.g., Smart Rules, Westlaw, Rutter's Guides).
• Monitor and research routine court rule changes and disseminate notices to relevant staff.
• Support attorneys and litigation teams by providing operational guidance regarding filing and calendaring requirements based on established rules.
• Assist with obtaining court specific procedural information from clerks' offices or administrative staff when needed.

Court Filings & Court Services

• Act as a resource for court filings, answering questions from attorneys, legal assistants, and firm staff regarding filing procedures.
• Prepare and perform electronic and print filings in state, federal, appellate, and agency courts.
• Review documents for basic compliance with applicable court rules prior to filing.
• Coordinate service of process, subpoenas, and delivery of courtesy and service copies.
• Communicate directly with courts and administrative offices to confirm filing rules and procedural requirements.
• Monitor the status of submitted filings and promptly update attorneys and case teams.
• Communicate filing generated deadlines to ensure proper docketing and calendaring.
• Download filed documents and update internal systems and databases as required.
• Research print and electronic court records to retrieve filed documents when requested.

Attorney Credentials & Vendor Coordination

• Collect and maintain attorney filing credentials and court admission information.
• Create and manage court filing accounts for attorneys and troubleshoot credential issues.
• Coordinate with approved filing vendors and attorney service companies to complete filings, service, and deliveries in accordance with firm procedures.
• Submit vendor invoices in accordance with established firm processes.
• Perform additional duties as assigned.

Tools

• Document & File Management: Adobe Acrobat, SharePoint, and Microsoft Access/Excel for storing, editing, Macros, iManage
• e-filing platforms (i.e. Pacer, One Legal, ACE, First Legal, etc.)

Minimum Job Qualifications

• High School Diploma or GED required. Bachelor's degree preferred or equivalent years of experience.
• 5+ years of litigation docketing experience.
• 2+ years E-filing experience.
• Knowledge and ability to research multi-state rules of civil procedure, federal rules of procedure, local rules, judges rules, and agency rules.
• Experience researching court websites for both State and Federal courts.
• Experience in use of Online filing platforms (CM/ECF and third party vendors).
• Advanced proficiency with Microsoft Office products including MS Outlook, MS Edge, MS Excel and MS Word.
• Experience with CompuLaw Vision, Pacer, Smartrules, Westlaw legal systems.
• Must be detail-oriented and have the ability to budget time efficiently while handling multiple tasks. Must demonstrate accuracy when calculating deadlines and entering due dates and the ability to research rules when needed.
• Must possess excellent verbal and written communication skills and the ability to interact professionally with personnel in a responsible and respectful manner.
• Ability to interpret and analyze information.
• Must be a self-starter; able to work in a fast-paced environment; and exercise independent judgment in performing all aspects of the assignments.

Must be able to work with competing deadlines and prioritize as needed.

Physical Demands

Writing, typing, reading, speaking, hearing, seeing, sitting, bending, reaching, lifting up to 25 lbs

Working Conditions

Quiet office environment in a high-rise building, seated the majority of the time

Direct Reports

None

Competencies

• Communicates effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Being resilient: Rebounding from setbacks and adversity when facing difficult situations.
• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Customer focus: Building strong customer relationships and delivering customer-centric solutions.
• Drives results: Consistently achieving results, even under tough circumstances.
• Situational adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations.

The Court Services Specialist role is an amazing opportunity available on our team of professionals at Munger, Tolles & Olson, LLP! We offer competitive pay, benefits and an opportunity to make an impact in today's world.

About Munger, Tolles & Olson

Munger, Tolles & Olson has topped The American Lawyer's A-List a record eleven times, and maintains the highest average A-List ranking in the history of the award.

We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, nearly 75% of our lawyers and over 80% of our litigators served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Information Technology, Information Security, Accounting, Human Resources, Legal Support, and Marketing.

MTO is an equal opportunity employer and does not discriminate in employment on the basis of race, including but not limited to hair texture and protective hairstyles (for example, braids, locks, and twists), color, ethnicity, religion, gender, gender identity or expression, pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, parental or family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, military or veteran status, or any other characteristic protected by federal, state or local law. It is the policy of Munger, Tolles & Olson LLP to prohibit discrimination, unlawful harassment (including sexual harassment), and retaliation. This commitment prohibits such conduct by any individual involved in MTO's operations and by anyone doing business