Litigation Docket & Case Management Specialist (Madison)

Position Summary

We are seeking a Litigation Docket & Case Management Specialist to provide dedicated litigation case management, docketing, workflow coordination, and administrative support. This position works closely with the attorneys, paralegals, Legal Executive Assistants, and other team members. A primary responsibility of this position is to manage the deadlines, internal milestones, and workflow associated with the assigned litigation portfolio. Working under attorney supervision and established case-management protocols, the Specialist will review case developments, translate external deadlines into matter-specific internal task schedules, maintain those schedules in Outlook and project-management software, proactively monitor upcoming deliverables, and escalate scheduling or workflow risks to the appropriate team members.

Responsibilities

• Serve as a central point of responsibility for docketing, deadline tracking, and litigation workflow management.
• Review scheduling orders, court notices, pleadings, discovery requests, hearing notices, and other case-related documents to identify and calculate applicable deadlines in accordance with established protocols and attorney direction.
• Translate court-imposed and other external deadlines into matter-specific internal workplans and intermediate task deadlines, including milestones for drafting, factual and legal review, attorney review, client review, revisions, evidentiary preparation, filing, service, and other required activities.
• Create, maintain, and update case deadlines and internal task schedules in project-management software and docketing systems, and help ensure consistency and accuracy across systems.
• Proactively monitor and update upcoming deadlines and internal milestones; communicate upcoming deliverables to responsible team members; identify overdue, conflicting, or at-risk tasks; and escalate material scheduling concerns to the appropriate attorney or team member.
• Develop, maintain, and improve standardized litigation workflow templates, milestone schedules, checklists, and related case-management protocols in collaboration with attorneys and other members of the assigned team.
• Perform periodic reviews of matter calendars and workplans to help confirm that deadlines are complete, accurate, appropriately assigned, and consistent with current case developments.
• Coordinate scheduling for hearings, depositions, mediations, client meetings, attorney preparation sessions, and other litigation-related events as needed.
• Prepare, format, proofread, and finalize legal correspondence, pleadings, discovery documents, exhibits, and other case-related materials for attorney review, filing, and service.
• Assist with electronic filing in state and federal courts and with compliance with applicable court filing procedures and requirements.
• Organize, maintain, and update electronic and physical case files and case materials, including pleadings, correspondence, discovery, productions, and other litigation documents.
• Coordinate document production, exhibit preparation, and document organization for hearings, depositions, mediations, and trial, and assist with related case-support activities.
• Assist with document management, including organizing incoming productions, maintaining document indexes, and tracking case materials and deliverables.
• Prepare engagement letters, matter documentation, and other administrative forms as needed, and provide other traditional litigation administrative support.
• Communicate professionally with clients, opposing counsel, court personnel, vendors, and other external contacts.
• Collaborate closely with attorneys, paralegals, Legal Executive Assistants, and other team members to ensure seamless support, consistent workflow management, and exceptional client service.
• Maintain confidentiality of client information and sensitive legal matters.
• Provide additional litigation case-management and administrative support as assigned.

Qualifications

• Associate degree or equivalent combination of education and relevant litigation, docketing, case-management, paralegal, or legal administrative experience preferred.
• Prior experience supporting civil litigation matters, including experience with litigation calendars, docketing, or case-management workflows, strongly preferred.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with project-management technology preferred.
• Strong organizational skills with exceptional attention to detail and accuracy, including the ability to manage a high volume of matters, deadlines, and interdependent tasks.
• Excellent written and verbal communication skills.
• Ability to effectively prioritize competing deadlines, anticipate upcoming needs, and manage multiple assignments simultaneously in a fast-paced litigation environment.
• Demonstrated ability to work proactively and independently while collaborating effectively within a team environment, identifying potential scheduling or workflow issues, and appropriately escalating questions requiring attorney judgment.
• Commitment to providing exceptional client service to both internal and external clients and to supporting consistent case-management practices across a large litigation portfolio.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.