Litigation Operations Specialist

Your Role: As a Litigation Operations Specialist you will handle tasks requiring judgment and discretion in support of law office case management (litigation operations). You will provide general and specialized administrative support to legal secretaries paralegals and attorneys and/or to the Litigation Operations function.

Your work:

Completing matter opening procedures and preparing digital files in matter management system for referred cases including conflicts checks obtaining missing information and documents ensuring compliance with naming and other quality standards.

Docketing hearings discovery and other case information additional pleadings as part of new matter setup.

Preparing and submitting records requests via vendor portal and following up with records retrieval vendor on records status and coordinating next steps with attorney and/or paralegal as needed.

Handling outgoing mail requests (courtesy copies of motions to the court certifications letters of representation when necessary to clients mediation letter etc.) including certified mail and overnight services when requested.

Monitoring and coordinating responses to incoming emails and faxes to office/department mailboxes.

Scanning and distributing hard copy incoming mail not handled by the assigned Business Services Center (BSC) including files from digital media.

Processing approved vendor invoices for payment in claims administration system (CAS) including manual checks and coordinating with others to resolve issues when needed.

Ensuring shared spaces are orderly and well-stocked including monitoring and maintaining general supply levels ordering office supplies for office or individual use when needed.

Other litigation operations specialist duties include:

Downloading deposition transcripts and other records from vendor portals and uploading to matter in document management system.

Assisting with incoming and outgoing file transfers via Dropbox including transfer of digital files to outside counsel.

Filing documents with the courts via traditional and electronic filing methods.

Calendaring trials and preparing and sending related communication.

Completing matter closing procedures on concluded files.

Preparing hard copy documents and digital files when requested including reordering pages Bates stamping and redacting and trial and mediation binders under paralegal and/or attorney supervision.

Handling service calls for office equipment as needed.

Assisting with ordering delivery and/or set up of catering needs for onsite meetings and events.

Occasionally performing secretarial duties when needed for coverage.

Other related projects and duties as assigned.

Able to work onsite 2 or more days per week and virtually otherwise prioritizing workload appropriately.

2 or more years of experience at a law office corporate legal department or comparable experience.

Experience with and strong understanding of legal and insurance terminology and concepts.

Familiar with the civil litigation lifecycle and principles and practices of legal document processing filing and recordkeeping.

Experience searching court web sites for case information and downloading court documents.

Understanding of basic accounting principles as well as excellent analytical skills.

Communicates in an effective and professional manner verbally and in writing with strong proofreading skills and attention to detail.

Strong customer service skills and ability to maintain a positive working relationship with clients attorneys and support staff.

Comfortable making calls to and receiving calls from clients vendors attorneys and claims adjusters and providing information with courtesy diplomacy and tact.

Demonstrates a strong work ethic and dependability.

Comfortable working both independently and in a fast-paced team environment.

Performs various tasks in a timely manner with high accuracy and attention to detail.

Superior problem-solving and troubleshooting skills.

Able to operate office equipment including printers scanners copiers postage machines fax machines and video conference technology.

Types accurately at a speed of at least 45 words per minute.

Ability to lift up to 25 lbs. of office-related equipment and supplies.

Proven experience with legal matter management systems document management systems claims administration systems and court web sites.

Intermediate or higher experience with Microsoft applications including Outlook Teams OneDrive and Word and beginner or higher experience with Excel and PowerPoint.

Proven experience with other legal and office applications including Acrobat HotDocs Dropbox Courtroom Insight and/or similar programs.

Proven experience working with legal service providers including filing services and process servers records retrieval services court reporting and deposition services independent medical examination providers.

High school diploma or equivalent.