Hybrid Legal Operations Clerk

at AAA

• Job title: Legal Operations Clerk
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Fresno, United States

About the role

• Administrative support role for legal operations at CSAA Insurance Group with hybrid work schedule. Involves assisting legal staff and handling various office tasks.

Responsibilities

• Provides general administrative support to legal secretaries, paralegals, and attorneys, and/or to the Legal Operations function
• Monitors and coordinates responses to incoming emails to office/department mailbox(es)
• Scans and distributes hard copy incoming mail not handled by the assigned Business Services Center (BSC), including files from digital media
• Handles outgoing mail requests, including certified mail and overnight services
• Processes approved vendor and outside counsel invoices for payment in claims administration system (CAS), ensuring accurate records of payments made, including manual checks and coordinating with others to resolve issues when needed
• Requests addition of new vendors in CAS as needed
• Handles disposition of closed files, including preparation for offsite storage and scanning when needed and updating file records in matter management system
• Requests files from offsite storage, ensuring eventual return to offsite storage when needed and disposition updates in system when needed
• Helps maintain digital library and any onsite print titles
• Assists with ordering, delivery and/or set up of catering needs for onsite meetings and events
• Ensures shared spaces are orderly and well-stocked
• Monitors and maintains general supply levels, ordering office supplies for office or individual use when needed
• Prepares assigned workspaces for new hires and assists with onboarding
• Litigation operations duties include: Answering phone calls to main office number
• Coordinating conference room reservations as needed
• Handling service calls for office equipment as needed
• Adding legal contact details to litigation knowledge management system for additional updates by others
• Downloading deposition transcripts and other records from vendor portals and uploading to matter in document management system
• Scanning hard copy legal documents and uploading to matters in document management system
• Preparing hard copy documents and digital files when requested, including reordering pages, Bates stamping, and redacting
• Assisting with incoming and outgoing file transfers via Dropbox, including transfer of digital files to outside counsel
• Other related projects and duties as assigned
• Legal operations duties include: Routing time-sensitive documents received by agent for service of process to designated recipients throughout the company
• Logging incoming records requests from multiple sources and routing to others for handling
• Preparing certifications of insurance policies and other records
• Assisting with routine division and/or department communication
• Submitting approved invoices to A/P for payment via Coupa
• Generating claim prints and adding to litigation matters and combined PDFs when needed
• Other related projects and duties as assigned

Requirements

• High school diploma or equivalent
• 3 or more years of experience at a law office, corporate legal department, or comparable experience
• Familiar with legal and insurance terminology and concepts
• Demonstrates a strong work ethic and dependability
• Strong customer service skills and ability to maintain a positive working relationship with clients, attorneys, and support staff
• Comfortable working both independently and in a fast-paced team environment
• Able to work onsite 2 or more days per week and virtually otherwise, prioritizing workload appropriately
• Ability to lift up to 25 lbs. of office-related equipment and supplies
• Performs a variety of tasks in a timely manner with a high degree of accuracy and attention to detail
• Demonstrated problem-solving and troubleshooting skills
• Communicates in an effective and professional manner verbally and in writing, with strong proofreading skills and attention to detail
• Comfortable making calls to and receiving calls from clients, vendors, attorneys and claims adjusters and providing information with courtesy, diplomacy and tact
• 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

Benefits

• total compensation package
• performance bonus
• 401(k) with a company match