Legal Operations Clerk (Hybrid - Walnut Creek, CA)

Our customer offers automobile, homeowners and other personal lines of insurance to members across 23 states and the District of Columbia. For decades, they’ve brought peace of mind to members by looking to protect their belongings, find solutions to problems, settle claims and get their lives back on track. With more than 100 years of history, our Customer is one of the most trusted brands in America.

Our Customer is looking for a Litigation Operations Specialist on a contract basis to help support their ongoing business needs. This role is hybrid (2 days onsite, 3 days remote per week) in Walnut Creek, CA.

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.

Responsibilities:

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

Qualifications:

• High school diploma or equivalent.
• 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 websites 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.
• Type 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 websites.
• 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, and independent medical examination providers.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements)

Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.