Job Description
Senior Filing Specialist
Position Type: Full Time
Non-exempt
Hybrid (1 to 3 Days Onsite)
Location: Los Angeles OR San Francisco OR Washington DC
Salary Range: $48.63 - $61.30/hour ($101,150.00 - $127,500.00 annually)*
- The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package.
-
The Senior Filing Specialist is responsible for providing support of all litigation functions of the Court Services Department, with a strong emphasis on executing court filings. The Senior Filing Specialist responsibilities include court filings and service, attorney admissions, preparation of court forms. The Senior Filing Specialist interacts directly with the firm’s attorneys, court personnel and internal departments while accomplishing these and other critical functions. The Senior Filing Specialist provides guidance and mentoring to others in the court services department.
Job Functions & Responsibilities
-
Assists the Senior Docket Manager by overseeing daily assignments and monitors filing activity. Coordinates workflow of requests seeking e-filing support, ensuring timely and accurate filings.
-
Responsible for quality control checks of work product produced by the filings team.
-
Works with manager workflow to ensure that day to day operational goals are met.
-
Assists attorneys court admissions and obtaining Certificate of Good standings.
-
Creates department "Best Practices" to enhance department efficiency.
-
Drafts and finalizes comprehensive training, reference materials, and guidance on e-filing rules and procedures for attorneys and firm personnel.
-
Develops and implements quality assurance procedures to ensure compliance with applicable rules.
-
Acts as a resource regarding all types of court filings, answering questions from Court Service Department, Legal Assistants, Attorneys, and other users throughout the firm.
-
Develops expert knowledge of court filings and standards; resolves court filing questions, and ensures court filings are completed accurately.
-
Distributes service and courtesy copies, when necessary.
-
Communicates directly with court/administrative offices to confirm rules and procedures.
-
Acts as a liaison between the firm’s attorneys and court personnel.
-
Reviews basic documents to ensure compliance with applicable rules.
-
Performs all aspects of court services functions, including print and electronic filings, court rule updates, and engagement of attorney service companies relating to delivering the filings to courts and counsel, service of process and subpoenas.
-
Communicates with the Docketing Department regarding filing-generated deadlines and due dates to ensure proper calendaring for attorneys and case teams.
-
Communicates with litigation teams in advance of filings, coordinates staff and resources needed for filing, confirms cite-checking has been completed, reviews the filing for conformity with court rules, files with the court, and delivers courtesy and service copies.
-
Monitors status of submitted filings and updates attorneys.
-
Assists in the downloading of documents and updating internal databases.
-
Researches print and electronic collections of litigation documents to retrieve specific documents or precedents on request.
-
Collects attorney filing credentials across the firm, maintains accurate information, creates court admission accounts for attorneys and troubleshoots credential issues.
-
Researches and provides routine announcements of court rule changes to secretarial staff.
-
Engages filing vendor services, manages firm accounts and handles vendor invoices.
Tools
-
Online filing platforms (CM/ECF and third party vendors)
-
Electronic Fax Program
-
Multi-Function Device (Printer, Scanner, Copier)
-
Microsoft Office – Word, Excel, PowerPoint, Outlook
-
Adobe Acrobat Suite
-
Litera Compare Word, Excel, PowerPoint
-
Best Authority
-
DocXtools
-
DocXtools Advanced
-
Other Software as required
Minimum Job Qualifications
-
Online filing platforms (CM/ECF and third party vendors)
-
Electronic Fax Program
-
High School Diploma or GED required. Bachelor’s degree preferred or equivalent years of experience.
-
At least five years of experience executing court filings in a law firm.
-
Thorough knowledge of litigation procedures, Federal and State court rules and local procedures.
-
Ability to research rules and procedures.
-
Ability to work independently in a fast-paced environment with consistent high level of accuracy.
-
Knowledge of PACER, Court Alert and other electronic court databases a plus.
-
Available for overtime.
-
Strong analytical and problem-solving skills.
-
The ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. Produce accurate work while meeting time-sensitive deadlines.
-
Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills.
-
Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
Physical Demands
Standing, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer use
Working Conditions
Quiet office environment in a high-rise building, seated the majority of the time
Direct Reports
None
Competencies
-
Teamwork and Cooperation: Treats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to others.
-
Communication: Communicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high-quality communication; listens actively and asks appropriate questions; understands the message.
-
Flexibility: Adapts to changing conditions; willing to do something new/different; open to change; accepting of differences.
-
Problem Solving: Seeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution.
-
Attorney Focus: Desires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s).
-
Client Focus: Desires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately.
-
Self-Development: Uses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of responsibilities.
-
Organization and Time Management: Orderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks simultaneously.
-
Composure: Understands what triggers emotions and uses that knowledge to maintain a professional presence.
-
Integrity: Deals with ethical issues appropriately. Acts in a way that is consistent with Firm values.
The Senior Filing 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 been consistently ranked on The American Lawyer’s A-List since its inception in 2004, including nine years in the top spot. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, about 80% of our attorneys 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 with or on behalf of Munger, Tolles & Olson LLP.
-
Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies. Any unsolicited resumes and profiles received from 3rd parties or agencies will be considered property of MTO and no fees will be due or paid. If you wish to become an approved Agency with MTO, please contact a member of the MTO Talent A