Calendar Clerk & Case Maintenance Coordinator

Job Description

Calendar Clerk & Case Maintenance Coordinator | Kiernan Trebach LLP

The Tone:
This is a full-time role at Kiernan Trebach LLP, located in New York, NY. Kiernan Trebach is a Civil Litigation Defense Law Firm with a mission focused on slow and sustainable growth, aiming to create a diverse working environment while remaining sensitive to the needs of its employees and their families. The firm is respected for its effective defense of clients, ranging from Fortune 100 companies to individuals and small business owners, by understanding client needs and exceeding expectations. This Calendar Clerk & Case Maintenance Coordinator position is critical for providing essential docketing, calendaring, and case maintenance support, thereby relieving capacity strain on existing staff and ensuring all deadlines, filings, and case data are tracked accurately and efficiently. It offers an excellent entry-level opportunity for individuals considering a future in law or paralegal studies, providing hands-on exposure to insurance defense litigation practice.

The TL;DR
• Role: Early Career
• Type: Full-time
• Location: In-person, New York, NY

• Team: Supports attorneys and legal assistants in the New York office; partners with the New York Office Manager.
• Mission: Ensures deadlines, filings, and case data are tracked accurately and efficiently to relieve capacity strain on current staff.
• Tech Stack: Case management software, Word, Excel, Outlook

What You’ll Actually Do
• Calendar: Manage and confirm all litigation deadlines, court dates, statutes of limitations, discovery deadlines, and filing requirements across assigned matters.
• Maintain: Update the firm’s case management system, ensuring case data, party information, and matter status are current and complete.
• Audit: Conduct regular reviews of open files to identify upcoming deadlines, missing information, or maintenance gaps.
• Coordinate: Liaise with court systems, e-filing portals, and opposing counsel offices as needed to confirm dates and filings.
• Report: Generate and distribute deadline reports to attorneys and paralegals on a regular cadence.

The Must-Haves
• Background: Entry-Level. A Bachelor’s degree is preferred but not required; candidates currently pursuing or interested in law school or paralegal certification are highly encouraged to apply. The role requires a basic understanding of, or a willingness to quickly learn, civil litigation timelines and court filing procedures.
• Experience: No prior experience is explicitly required for this role, though prior office, legal, or administrative experience is considered a valuable asset.
• Skills: Demonstrated strong organizational skills and meticulous attention to detail are essential for managing a high volume of deadlines accurately and simultaneously. The ability to prioritize competing tasks in a deadline-driven environment is crucial. Clear written and verbal communication skills are necessary for professional interaction with attorneys, staff, courts, and outside parties. Strong follow-through and reliability are key for working independently while knowing when to escalate issues.
• Bonus: The ideal candidate is dependable, able to work independently, and comfortable operating effectively in a litigation environment. Comfort with case management software and standard office technology, including Word, Excel, and Outlook, is also a plus.