E-Filing Specialist

We are looking for an E-Filing Specialist who is responsible for managing and processing electronic filings for legal documents. This role involves working closely with attorneys and paralegals, ensuring the correct handling and uploading of court documents, sending necessary client notifications, and maintaining accurate calendaring of court dates and deadlines. The E-Filing Specialist ensures compliance with court requirements and manages various administrative tasks related to the electronic filing process.

Compensation and Benefits:
Salary range: $6.50 - $7/hour
Paid vacation and US holidays

If interested, please apply through this link: https://forms.gle/GXmrs5htHwHDjP7g8

Responsibilities:
Document Management & Processing
Receive and process daily e-filing notifications, prioritizing documents from oldest to newest.
Access CCAP (WI) or Odyssey (IL) using attorney credentials to manage legal documents.
Identify whether emails contain attachments, and take appropriate actions based on the type of notification (electronic status changes, party registrations, etc.).
Forward specific types of documents (e.g., rejections, findings of fact) to the paralegal team for further review or handling.
E-Filing Documentation
Download and upload legal documents to Salesforce, ensuring proper naming conventions (e.g., Notice of Hearing_Client Last Name).
Accurately search for clients in Salesforce to upload documentation into the appropriate folder.
Confirm successful upload and maintain document organization in the system.
Client Communication
Send client emails regarding their required actions for various legal documents (e.g., Notices of Hearing, Fees Due, Orders) by using predefined templates.
Ensure client information is accurately reflected in email communications and the appropriate attorney is CC’d on all correspondences.
Calendaring
Schedule court dates and document deadlines in Salesforce by creating calendar events for attorneys.
Ensure proper event setup, including accurate start times, hearing types, and zoom or location details for in-person or virtual hearings.
Create reminders for document deadlines, setting multiple alerts to ensure timely document submissions.
Additional Responsibilities
Flag emails requiring further clarification and follow up with the paralegal team when necessary.
Work closely with attorneys and paralegals to maintain proper workflows for document filing and client notifications.
Document preparation, project support, and administrative tasks.
Assist with various team-related tasks and projects as needed.
Perform other tasks as needed and approved by the team supervisor.

Requirements:
Familiarity with legal filing processes and legal documentation.
Proficiency in using legal management systems like Salesforce.
Basic understanding of calendaring and deadline management for legal proceedings.
Proficiency in Google Workspace (i.e. Google Docs, Sheets, Meet, Calendar, etc.).
Exceptional organizational skills and the ability to multitask effectively in a fast-paced environment.
Excellent written and verbal communication skills with a keen attention to detail.
Willingness to work on Graveyard PH Shift.
Proficiency in document management.
Excellent organizational and time-management skills.
Ability to handle confidential information with discretion.
Proficiency in Microsoft Office Suite and CRM software.
Availability to work remotely and independently.
Embody trust, confidence, and dependability.
Foster a strong desire to learn and develop.

Preferred:
Proven experience as an e-filing specialist or in a similar role.
Familiarity with legal procedures and terminology.
Previous experience in a legal setting, particularly in document management or e-filing.
Experience using court-specific software like CCAP.
Proficiency in Salesforce or similar document management systems.
Strong collaboration skills to work with attorneys and paralegals in a fast-paced environment.