Legal Process Specialist (Docketing/Calendaring)

Robinson Bradshaw is a full-service corporate law firm committed to delivering superior client experience at every level of the organization. Since our founding in 1960, we've grown to more than 185 attorneys across four offices in North and South Carolina, including our headquarters in Charlotte. Our 100+ professional staff members play an integral role in our firm's success, and we are interested in welcoming individuals to our team who value collaboration, hard work and integrity. Robinson Bradshaw offers an unparalleled opportunity to work alongside exceptional legal talent, a comprehensive compensation package that sets the bar in our industry, and the ability to grow as a professional. We're proud to say our team members enjoy working here and working with each other.

The Legal Process Specialist is primarily responsible for litigation docketing/calendaring — the critical process of identifying, calculating, and tracking dates and deadlines within litigation matters, including deadlines, hearings, discovery cutoffs, and statutes of limitations. Working within the Practice Support department, this role supports and enhances the firm's docketing (calendaring) operations using BEC Legal Systems, while also contributing to information governance, process analysis, and application development. This position requires keen attention to detail, strong interpersonal, organizational, time management, and communication skills paired with a dedicated client-service mentality. The individual must create and maintain a positive image through interactions with attorneys, staff, vendors, court personnel, and outside organizations.

Job Responsibilities:

• Read and interpret incoming pleadings, court orders, and notices to accurately calculate critical dates, including response deadlines, discovery cutoffs, and statutes of limitations.
• Generate and maintain case calendars by reviewing court documents, pleadings, correspondence, rules, and statutes, ensuring accurate and timely deadline tracking across all active matters.
• Utilize docketing (calendaring) software to maintain electronic calendars.
• Update and maintain all relevant case details, including but not limited to new matter details, case activity, status changes within the docketing system.
• Monitor assigned docketing inboxes for e-filing notifications and docketing requests.
• Distribute electronically filed pleadings to case team members.
• Create, update and maintain the electronic pleadings and discovery files for all litigation matters.
• Generate daily, weekly, and ad hoc deadline reports; audit active matters for scheduling conflicts or missing entries; and distribute schedules to legal teams.
• Serve as an internal resource on court rules, local procedures, and docketing workflows, coordinating with attorneys, paralegals, court personnel, and outside vendors as needed.
• Collaborate with attorneys, paralegals, and practice assistants to analyze scheduling and deadlines, navigate ambiguous situations, and ask and answer questions.
• Help develop more efficient legal processes across the firm.
• Provide end-user support by managing user rights and creating/tracking database usage.
• Assist others in Practice Support with the creation of best-practice guidelines, workflows, and forms to apply within the department or in case/deal management.
• Assist case teams with work within various litigation databases and further support various projects along the EDRM lifecycle.
• Perform additional tasks as assigned by the Manager of Practice Support or Legal Process Coordinator

Knowledge, Skills, and Abilities:

• Minimum of two years of litigation (law firm) experience, preferably as a docketing (calendaring) clerk, legal assistant, or paralegal familiar with North Carolina rules and procedures is required.
• Experience administering an automated, rules-based docket and calendar system is strongly preferred (with proficiency in BEC Legal Systems preferred).
• Proficiency with electronic filing platforms across federal (CM/ECF), state, and appellate court portals preferred.
• Strong working knowledge of current federal, state, and local rules of civil procedure across multiple jurisdictions, with the ability to research and apply jurisdictional variations to deadline calculations is required.
• Experience generating, auditing, and distributing docket (calendar) reports and the ability to identify scheduling conflicts, missing entries, or deadline discrepancies is preferred.
• Able to prioritize tasks and perform under tight deadlines; able to handle stress and high-pressure situations.
• Excellent verbal and written communication and listening skills; ability to interact professionally in a hybrid environment.
• Possess sufficient emotional intelligence to work effectively with legal teams and sufficient confidence to notify attorneys of missed items and make recommendations even when not specifically asked to do so.
• Ability to meet the client-service standards of Distinctively Robinson Bradshaw with both internal and external clients.
• Customer-service attitude toward all staff, including attorneys, other members of Practice Support, and legal assistants when asked to help with a case or perform a specific task.
• Capable of working professionally with team members to provide excellent client service.
• Extreme attention to detail is required; ability to strategize, plan, and think outside the box.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to create and proofread typed material for contextual, grammatical, typographical, or spelling errors.
• Strong interpersonal skills are necessary to communicate in person, by email, and by telephone.
• The ability and flexibility to work beyond the standard 37.5-hour work week as business needs require.
• Proficiency with Microsoft Office Suite, case management software, and PDF management tools (e.g., Adobe Acrobat).

Equal Employment Opportunity

Robinson Bradshaw recruits, hires, and promotes for all positions without regard to race, color, religion, creed, national origin, citizenship status, disability, military status, veteran status, marital status, sexual orientation, gender identity, sex, genetic information, or age. All terms and conditions of employment such as compensation, benefits, work assignment, availability of facilities, and privileges of employment are administered on the same basis of equality.