Stites & Harbison, PLLC, a full-service law firm, is seeking a detail-oriented and highly organized Docketing Specialist to join our firm-wide litigation support team. This full-time position plays a critical role in managing court deadlines and calendaring across multiple jurisdictions using rules-based calendaring software.
This is a remote position; however, candidates must be located in KY, TN, OH, or IN and must have access to dedicated high-speed internet/Wi-Fi. 5G internet solutions do not qualify.
About Us
Stites & Harbison is committed to creating an environment where every staff member feels valued, supported, and empowered to succeed. The firm fosters a culture of collaboration, where team members work alongside talented professionals who share knowledge and support one another's goals. Founded in 1832, Stites & Harbison is one of the oldest law practices in the nation, bringing together attorneys and staff across multiple offices to serve clients nationally and internationally.
Stites & Harbison was named to the Top 10 "Best Places to Work in Kentucky" for 2026 in the medium company category. The firm has made the list 20 times – 12 of those in the Top 10.
What You'll Do
- Enter, update, and track critical dates in the firm's centralized docketing software, applying jurisdiction-specific rule sets for state, federal, and appellate courts
- Review incoming pleadings, court orders, motions, and USPTO patent/trademark correspondence to calculate deadlines under applicable civil procedure rules and IP statutory guidelines
- Calculate and track interlocking litigation deadlines throughout a case lifecycle — including responsive pleadings, discovery and expert disclosures, deposition and subpoena compliance windows, and trial preparation deadlines (exhibit lists, motions in limine, jury instructions)
- Manage strict statutory windows for appeals, cross-appeals, and appellate briefs
- Monitor ECF portals and intake queues for new case activity, and create new matter profiles with accurate practice group, jurisdiction, and attorney coding
- Configure automated reminder triggers and cascading deadline sequences based on case events
- Research jurisdictional and administrative rule changes to keep calculation rules current
- Review daily dockets with legal teams to confirm upcoming filings are on schedule
- Conduct periodic audits of docketed matters to maintain database accuracy
- Generate and distribute deadline reports to attorneys and practice groups
What You Bring
- 3+ years of experience in legal docketing, litigation support, calendaring, paralegal work, IP administration, or a law firm environment - or an equivalent combination of education and relevant experience
- Working knowledge of state and federal civil procedure, local court rules, discovery and appellate timelines, and USPTO patent/trademark prosecution deadlines and renewal schedules
- Proficiency with docketing software, including applying automated rule sets, managing workflow triggers, and generating reports, along with Microsoft Office, iManage, SharePoint, OneDrive, LexisNexis, and Westlaw
- Strong understanding of civil litigation and IP prosecution workflows, terminology, and risk points
- Demonstrated ability to quickly learn new technologies, including document management systems, legal software, collaboration platforms, and AI tools
- Strong writing, proofreading, and analytical skills; ability to interpret instructions in written, oral, diagram, or schedule form
- Comfortable communicating with attorneys, paralegals, legal assistants, court personnel, and administrative staff across multiple matters
- Ability to manage multiple priorities and solve problems in a fast-paced environment with accuracy and discretion
What We Offer
We believe a supported team is a high-performing team. We offer a competitive salary and a full benefits package including health insurance, retirement plans, and paid time off.
Stites & Harbison is an Equal Opportunity Employer. We welcome applicants from all backgrounds and do not discriminate on the basis of race, color, religion, sex, national or regional origin, age, disability, sexual orientation, gender identity, military or veteran status, or any other status protected by law.
Please apply by submitting a cover letter with your relevant experience and resume to Amy Newton ([email protected]) with the subject line “Docketing Specialist Application.” No phone calls, please.
Stites & Harbison, PLLC will only accept submissions if a signed, current fee agreement is in place.
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Referral program
- Vision insurance
- Wellness program
Work Location: Remote
