Sr Administrative Associate /Legal Services - 2nd Shift

Summary

RRD provides marketing, packaging, print, and business services supported by proprietary technology, advanced data analytics, and operational expertise. The Sr Administrative Associate will manage legal administrative workflows, including electronic filings, legal research, pleadings and discovery preparation, court scheduling, document management, expense reconciliation, and training support.

Responsibilities

• Recent comprehensive E-Filing and E-Service experience
• Legal Research and Case Retrieval:
• Pleading and Discovery Shell Preparation:
• Utilize appropriate logs and/or tracking software for all administrative support work
• Court Appearance Scheduling:
• Expense Tracking and Administrative Billing
• Ensure that job tickets are properly filled out before beginning work
• Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
• Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, editing/transcribing documents, data entry for expenses/time/invoices/other, creating reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge)
• Utilize appropriate logs and/or tracking software for all administrative support work
• Communicate with team members, lead, supervisor or client supervisor or client on job or deadline issues
• Oversight for confidential company information including but not limited to corporate credit card information, P-cards, employee and client distribution lists, prospective and current employee information etc
• Meet contracted deadlines for accepting, completing, and delivering all work
• Troubleshoot basic equipment problems
• Assist in developing training plans and process maps for the administrative operation
• Deliver training plans to a team of Admins
• Serve as a subject matter expert and resource for junior employees
• Interact with clients in person, over the phone, via video or electronically
• Prioritize workflow
• Performs Quality Assurance on own work and work of others
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner
• Other duties as assigned

Skills

• High school diploma or equivalent education
• Minimum (2) years administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (1) year or more. Formal education and/or training may be considered in lieu of experience
• Direct experience managing state, federal, and arbitration filings across platforms including California approved vendors (One Legal, First Legal, Pro Legal, Green Filing, Proof), complex case portals (File & ServeXpress, CaseAnywhere), District Court, Court of Appeals, Supreme Court, TrueFiling, FINRA, UCC, AAA, and JAMS, alongside coordinating e-service and print dispatch
• Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
• Familiar with other software programs for providing administrative support
• Strong attention to detail; able to work on multiple projects simultaneously
• Skilled in scheduling telephonic and virtual court appearances through Court Call, Court Connect, and Journal Technologies Court Portal or similar
• Must have good organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner
• Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion
• Able to exercise good judgment to make decisions that conform to business needs and policy
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a fast-paced environment
• Ability to communicate professionally both verbally and in writing
• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
• Must be self-motivated with a positive attitude
• Proven customer service skills are required to create, maintain, and enhance customer relationships

Qualifications

Must Haves

• High school diploma or equivalent education
• Minimum (2) years administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (1) year or more. Formal education and/or training may be considered in lieu of experience
• Direct experience managing state, federal, and arbitration filings across platforms including California approved vendors (One Legal, First Legal, Pro Legal, Green Filing, Proof), complex case portals (File & ServeXpress, CaseAnywhere), District Court, Court of Appeals, Supreme Court, TrueFiling, FINRA, UCC, AAA, and JAMS, alongside coordinating e-service and print dispatch
• Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
• Familiar with other software programs for providing administrative support
• Strong attention to detail; able to work on multiple projects simultaneously
• Skilled in scheduling telephonic and virtual court appearances through Court Call, Court Connect, and Journal Technologies Court Portal or similar
• Must have good organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner
• Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion
• Able to exercise good judgment to make decisions that conform to business needs and policy
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a fast-paced environment
• Ability to communicate professionally both verbally and in writing
• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
• Must be self-motivated with a positive attitude
• Proven customer service skills are required to create, maintain, and enhance customer relationships

Benefits

• Overtime pay
• Shift differential pay
• Call-in pay
• Stand-by pay
• Medical coverage
• Dental coverage
• Vision coverage
• Paid time off
• Disability insurance
• 401(k) with company match
• Life insurance
• Other voluntary supplemental insurance coverages
• Parental leave
• Adoption assistance
• Tuition assistance
• Employer/partner discounts
• Remote work