A contractor-position for a Litigation Operations Specialist is open at CSAA Insurance Group! 

CSAA Insurance Group, a AAA insurer, offers automobile, homeowners and other personal lines of insurance to AAA Members through AAA clubs in 23 states and the District of Columbia. 

Founded in 1914, we have been rated “A” or better by A.M. Best for more than 90 years and are one of the top personal lines property casualty insurance groups in the United States, according to the National Association of Insurance Commissioners. 

Benefit options available depending on contract factors and upon meeting requirements.

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. 

Required Experience, Education and Skills 

• High school diploma or equivalent. 
• 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. 

What would make us excited about you?  

• Associate or bachelor’s degree. 
• Experience with TeamConnect, eDOCS.
• Shows respect for differences through excellent communication skills with people from an array of backgrounds.     
• Actively shapes our company culture (e.g., participating in employee resource groups, volunteering, etc.)  
• Lives into cultural norms (e.g., willing to have cameras when it matters: helping onboard new team members, building relationships, etc.)  
• (Use as needed) Travels as needed for role, including divisional / team meetings and other in-person meetings  
• Fulfills business needs, which may include investing extra time, helping other teams, etc  

Pursuant to the California Fair Chance Act, Los Angeles County Fair Chance Ordinance for Employers, Los Angeles Fair Chance Initiative for Hiring Ordinance, and San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness,