Workflow Coordinator

Barnes & Thornburg LLP•Indianapolis, IN

About The Position

Under the umbrella of the Firm’s Managing Clerk’s Office (MCO), and according to established Firm policies and procedures, the Managing Clerk’s Office Workflow Coordinator coordinates, and provides quality control for, all incoming/outgoing MCO tasks, including with respect to case docketing, court rules, case research, legal procedures, and electronic filing documents. In so doing, the Workflow Coordinator applies risk-management quality control measures within the MCO and observes confidentiality in all client and Firm matters.

Requirements

3+ years of experience in a Managing Clerk’s Office, Docketing Department, or Litigation Support role.
Deep understanding of court structure, rules of civil procedure, and litigation life cycles.
National experience with a comprehensive knowledge of State and Federal Court Rules (including FRCP & CPLR)
Understanding of State, Federal, and Pro Hac Vice bar admissions processes.
Ability to explain complex procedural rules to attorneys clearly and concisely.
Expert knowledge of docketing software (Milana preferred), court e-filing database platforms (PACER/ECF, Odyssey, Greenfiling, File&Serve, et al.), and MS Office (Word, Excel, Outlook, Adobe, and iManage).

Responsibilities

Workflow Coordination & Task Dissemination
Central Intake: Monitor the MCO’s central inbox and intake channels to assess incoming requests from attorneys and legal staff.
Task Assignment: Analyze the complexity and deadline of each request and assign tasks to appropriate MCO personnel based upon capacity and skill level.
Queue Management: Actively manage the MCO workflow queue to prevent bottlenecks, ensuring that all requests are acknowledged and resolved within established protocols.
End-to-End Communication: Manage the e-filing workflow by providing case teams with proactive updates, including document receipt, court-compliance verification, and final filing confirmations.
Quality Control (QC) & Error Resolution
Filing Review: Perform final QC on pleadings and documents prior to electronic filing (CM/ECF, NYSCEF, etc.) to ensure compliance with court-specific formatting, redaction, and exhibit requirements.
Docket verification: Audit data entered in the Firm’s docketing system (Milana) to verify that dates, deadlines, and events are calculated accurately, correctly, and in accordance with the relevant rules of civil procedure.
Error Resolution: Identify procedural errors in draft filings/docket entries and provide constructive feedback to staff to prevent recurrence.
Data Integrity & Docket Auditing
Routine Docket Sweeps: Conduct regular audits of the docketing system to identify obsolete or invalid deadlines and data entry inconsistencies.
Docket Review: Audit case files to ensure that non-deadline triggered events (e.g., Scheduling Orders, Judge’s Individual Rules) are manually captured.
Case Status Reconciliation: Perform reconciliation of active vs. closed matters to ensure reporting accuracy.
Rules Monitoring: Monitor and audit the docketing system for updates to court rules or holidays to ensure that the software’s automated calculation logic remains accurate and compliant.
Court Filings, Research & Procedures
E-Filing Authority: Oversee the filing of pleadings, motions, and documents in federal, state, and appellate courts; manage the resolution of court rejections or technical filing issues.
Procedural Guidance: Serve as a primary resource for attorneys regarding court rules, judge’s individual practices, and filing logistics.
Advanced Research: Utilize retrieval tools (PACER, DocketBird, Westlaw, Bloomberg Law, etc.) to research case history, pull decisions, and track case status.
Rule Calculation: Interpret and apply the Federal Rules of Civil Procedure, CPLR, and other state and local rules to determine responsive deadlines.