Legal Operations Specialist — Case Management Systems

LTN is seeking a bilingual Legal Operations Specialist to manage and optimize the firm’s case management systems, with primary responsibility for Docketwise.

This is a hands-on execution role focused on system administration, immigration form automation, data quality, workflow maintenance, user support, and platform training. The ideal candidate has experience working in a U.S. immigration law firm or legal BPO and is highly organized, detail-oriented, and comfortable managing the daily operational needs of a legal case management platform.

• Own the day-to-day administration of Docketwise across all client offices.
  
• Manage user provisioning, access permissions, matter types, custom fields, workflow templates, and system configurations.
  
• Build, test, and maintain immigration form automation and document templates, including Forms I-130, I-485, I-589, N-400, and other frequently used filings.
  
• Monitor USCIS form edition changes and update question sets, templates, and system-generated documents accordingly.
  
• Conduct documented weekly data-quality audits to identify:
  
  • Duplicate matters or client records.
    
  • Stalled or inactive cases.
    
  • Missing or approaching deadlines.
    
  • Incomplete client information.
    
  • Incorrect or inconsistent data entries.
    
• Prepare weekly exception reports for firm leadership and follow up with the appropriate teams to ensure issues are corrected.
  
• Serve as the first point of contact for attorneys, paralegals, and Landterra staff requiring assistance with the platform.
  
• Troubleshoot routine user and system issues and escalate technical matters when necessary.
  
• Develop and maintain written standard operating procedures, user guides, troubleshooting materials, and onboarding resources.
  
• Conduct platform onboarding and ongoing training for new and existing users.
  
• Manage integrations and data flows between Docketwise and adjacent systems, including Microsoft 365, billing, client intake, and electronic-signature platforms.
  
• Support data migrations from legacy systems, including data mapping, validation, testing, and post-migration quality reviews.
  
• Serve as the primary operational contact with Docketwise/AffiniPay support for technical tickets, issue escalations, and platform release updates.
  
• Review release notes and communicate relevant system changes to internal stakeholders.
  
• Maintain clear documentation of system changes, resolved issues, and outstanding technical requests.
  
• Work within established authority limits; this position does not have authorization to sign, renew, negotiate, or commit the firm to vendor agreements.
  

• At least two years of experience in a U.S. immigration law firm, immigration-focused legal BPO, or comparable legal operations environment.
  
• Hands-on experience with Docketwise or a comparable legal case management system, such as INSZoom, Clio, MyCase, or Lawmatics.
  
• Working knowledge of U.S. immigration case workflows and commonly used USCIS forms.
  
• Professional fluency in both English and Spanish, written and spoken.
  
• Experience managing user permissions, workflows, templates, fields, and data-quality processes.
  
• Strong proficiency with Microsoft 365 and general business technology.
  
• Ability to prepare clear reports, SOPs, training materials, and system documentation.
  
• Strong troubleshooting, follow-up, and organizational skills.
  
• High level of accuracy and attention to detail when working with legal and client information.
  

• Direct experience administering Docketwise.
  
• Experience building immigration form automation and document templates.
  
• Familiarity with USCIS form editions, filing requirements, and updates.
  
• Experience supporting integrations involving billing, intake, e-signature, or productivity platforms.
  
• Experience with legal data migration, data mapping, and system implementation projects.
  
• Previous experience training attorneys, paralegals, or remote support teams.
  

The successful candidate will be:

• Highly detail-oriented and focused on accurate execution.
  
• Comfortable owning recurring audits and following issues through resolution.
  
• Proactive in identifying incomplete, inconsistent, or outdated information.
  
• Patient and effective when training users with different levels of technical proficiency.
  
• Able to manage multiple operational requests without losing track of deadlines.
  
• Process-driven and committed to maintaining current documentation.
  
• Collaborative, dependable, and professional when supporting attorneys and firm leadership.
  
• Comfortable working in a role that prioritizes hands-on system administration and execution over high high high-level strategy.
  

Performance in this role will be evaluated based on:

• Accuracy and completeness of case and client records.
  
• Timeliness and quality of weekly audits and exception reports.
  
• Reduction of duplicate, stalled, or incomplete matters.
  
• Accuracy of immigration forms and document templates.
  
• Responsiveness and effectiveness of internal user support.
  
• Quality and consistency of SOPs and training materials.
  
• Reliability of integrations, migrations, and system workflows.
  
• Timely resolution and escalation of vendor support issues.
  

• Subsidized meal plan
  
• Legal benefits