DOCKETING COORDINATOR

The City of Milwaukee is proud to employ a diverse workforce dedicated to delivering exceptional service to its residents. If you are passionate about being a part of an inclusive team of public servants, please consider the following opportunity.

The Docketing Coordinator manages the City Attorney’s legal case and document management system and provides workflow direction, including accurate legal case tracking and reporting according to state, federal, and appellate procedures.

Docketing & Records Coordination

• Classify, enter, track, and monitor case data, deadlines, hearings, depositions, and appointments; identify potential conflicts of interest and research court or agency deadline requirements.
• Monitor the docketing email messages inbox and ensure timely action on incoming items.
• Advise and train staff on proper data entry, case management, and docketing procedures.
• Oversee docketing activities for legal services, administrative, and litigation matters to ensure compliance with established procedures.
• Coordinate records retention activities, including closing, boxing, transporting, storing, and retrieving case files.
• Serve as the department’s Records Coordinator and liaison to the City Records Center.
• Participate in general office functions, including staff meetings and administrative coordination.

Data Integrity and Error Mitigation

• Ensure that records and deadlines are entered timely and accurately into matters and attorneys' calendars.
• Research laws and statutes to ensure timely meeting of deadlines.
• Retain knowledge of Administrative, State, Federal and Appellate court procedures and law.
• Ensure that all data is entered accurately in the database: create and run queries and reports, monitor data integrity and resolve errors or discrepancies.

Document Management System Administration

• Serve as the primary contact for troubleshooting and resolving document management system issues; coordinate with the Business Systems Coordinator on identified problems and corrective actions.
• Implement and maintain proper setup and operation of the case and document management database.
• Assist in evaluating third-party service providers, support contract negotiations, and co-manage transitions between software platforms in coordination with the City Attorney’s Office and the Information Technology Management Division (ITMD).
• Consult with third-party vendors on database operations and current system issues.
• Collaborate with the Business Systems Coordinator to review, analyze, and enhance case and document management system functionality and performance.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

1. Associate degree in paralegal studies, business administration, criminal justice, legal studies or a closely related field from an accredited college or university.
2. Three years of experience working in a legal or law-office setting as a docketing clerk, legal office assistant, paralegal or equivalent position performing functions similar to those listed above.
3. Ability to travel independently around the City of Milwaukee by public transportation, walking, biking, or driving.

Equivalent combinations of education and experience may be considered.

IMPORTANT NOTE: Candidates in the final steps of the selection process must successfully complete an assessment of computer skills that includes Microsoft Word, Excel, and Outlook (Version 2010).

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process before extending any job offers.

• Substantial docketing experience in a law firm.
• Experience using Legal Files case and matter management software, eDocs Document Management System or an equivalent database management system.

Technical

• Knowledge of local, state and federal judicial systems and procedures
• Proficiency in using computer applications including Microsoft Office Suite and legal database programs.
• Knowledge of legal documents, briefs, pleadings, correspondence, and the proper steps in creating templates within a case management system.
• Knowledge of administrative and clerical procedures.
• Ability to learn, retain and apply knowledge of Administrative, State, Federal and Appellate court procedures and law.
• Knowledge of the structure and use of the English language, including word meaning, spelling, composition and grammar.
• Ability to read and understand work related documents.

Communication and Interpersonal

• Ability to effectively communicate training information to professional and administrative staff.
• Ability to communicate in person, by e-mail and telephone to provide information with courtesy and tact.
• Ability to follow instruction from a diverse group of clients, attorneys, and staff.
• Verbal communication skills, including the ability to effectively communicate with clients, staff, management, and vendors.
• Written communication skills, including the ability to prepare documents and reports.
• Ability to work with diverse groups of people, including coworkers, supervisors, public officials, people in other departments and the public. 

Judgment, Planning, and Responsibility

• Strong analytical, problem-solving and decision-making skills, using logic and sound professional judgment to evaluate and resolve issues.
• Excellent organizational and time management skills and the ability to plan, prioritize, and manage multiple assignments to meet deadlines.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Ability to generate and implement new procedures for specific situations.
• Ability to gather and synthesize information from appropriate sources and collaborate effectively with others.
• Project management skills including the ability to adapt to changing situations and priorities.
• Honesty, dependability, integrity, and professionalism.
• Ability to effectively manage a high volume of work with a high level of detail and accuracy.
• Ability to work independently, accurately, and efficiently under strict time constraints and pre-set deadlines.
• Ability to serve as an effective steward of City resources.

The current salary range (Pay Range 2JN) is $76,222-$95,390 annually, and the resident incentive salary range for City of Milwaukee residents is $79,271-$99,205 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

BENEFITS

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• Wisconsin Retirement Systems (WRS) Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Paid Parental Leave
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 12 Paid Holidays
• Paid Sick Leave and other paid leaves
• Flexible Spending Arrangement
• Commuter Value Pass

For full details of the benefits offered by the City of Milwaukee, please visit https://city.milwaukee.gov/der/benefits.

THE SELECTION PROCESS will be job-related and will consist of one or more of the following: an evaluation of education, experience, and/or responses to supplemental questions; a written or performance test, a structured interview, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.

INITIAL FILING DATE – The selection process will be held as soon as practical after the deadline listed above. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the City's needs have been met. Qualified applicants will be notified of the date, time, and place of the selection process components. Unless required by law, the City of Milwaukee will not provide alternative dates or times for the selection process. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

• APPLICATIONS and further information may be accessed by visiting www.jobapscloud.com/MIL.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located at City Hall, 200 E. Wells St., Room 706, Milwaukee, WI 53202

EEO Code=204

 The City of Milwaukee values and encourages diversity and is an equal opportunity employer.