Job Posting: Records/Docket Assistant San Francisco

FLSA:   Non-Exempt

Schedule:  Monday-Friday, 9:00 a.m. to 5:30 p.m., Overtime as required

General Summary:  Under immediate supervision of the Records Coordinator and Calendar Coordinator and following prescribed departmental, Office and Firm procedures, the Records/Docket Assistant is responsible for handling the records and docket support requirements for lawyers, paralegals and staff.  The Records/Docket Assistant is expected to perform all job duties with a commitment to providing superior service to clients, producing a quality work product and maintaining an atmosphere of teamwork and continuous improvement.  Above all, the Records/Docket Assistant must fulfill the needs of the office in a manner which is consistent with the Firm’s visions and values.  

Essential Duties and Responsibilities (duties are performed throughout every work day, as necessary):

Records Department

·         Onsite file maintenance; including, but not limited to, opening new files, interfiling material, scanning documents, indexing pleadings, typing labels, folders and index cards, preparing folders and inserts, reorganizing files, closing files and reshelving files and cartons.

·         Offsite file maintenance; including, but not limited to, preparation and sending new materials, identification, interfiling, retrieval and return of files and cartons previously sent.

·         General department maintenance; including, but not limited to, sorting incoming work, re-shelving returned files and cartons, and ensuring that the work area is neat and orderly.

·         Provide copies of pleadings and proceedings to attorneys and staff, as required.

·         Assist in shifting of files.

·         Ensure compliance with CAM changes and ethical wall screening memoranda.

Calendar Department

·         Assist Calendar Coordinator with docketing dates in CompuLaw.

·         Work with the Calendar Coordinator to finalize, generate and distribute weekly timekeeper calendars.

·         Perform preliminary conflicts checks.

·         Serve as the office’s liaison for the New Matter Intake department in the Calendar Coordinator’s absence.

·         Respond to end-user inquiries.

Essential Knowledge, Skills and Abilities:

·         Strong litigation skills

·         Knowledge of Microsoft Word

·         Experience with CompuLaw and/or Elite preferred

·         Ability to type at least 40 words per minute

·         Ability to read, comprehend and follow instructions

·         Must be able to work with a wide range of people in a team setting with strong service orientation and willingness to cross-train on other departmental tasks

·         Familiarity with the wide range of legal documents found in a varied practice

·         Knowledge of alpha and numeric filing systems

·         Ability to read, write and speak English

·         Proficiency on office equipment used on a regular basis including computers, records databases, printers, copy machines, facsimile machines and telephones

·         Commitment to quality and continuous improvement of skills and work product

·         Ability to work independently, take initiative, set priorities and see projects through to completion

·         Strong organizational and analytical skills

·         Must be detail-oriented

·         Ability to perform clerical tasks with a high degree of accuracy, handle many tasks simultaneously, meet deadlines and be flexible in responding to changing priorities.

Physical Requirements:

·         See

·         Communicate

·         Ability to lift (i.e., office files, documents, binders)

·         Ability to sit for long periods of time

Education Requirements:

·         High School diploma or equivalent required.  College degree preferred.

·         Minimum one year legal records experience.

·         Minimum of two years prior work experience in a docket department or in a position in which docketing was a key requirement.

Salary commensurate with experience. 


Submit resume to Patricia B. Alcala, Human Resources Coordinator, Jones Day, 555 California Street, 26 floor San Francisco, CA 94104


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Heller Highwater (
Last Modified: September 14, 2008

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