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Job Title

Legal Operations Specialist - Remote

Requisition Number

R7589 Legal Operations Specialist - Remote (Open)

Location

California - Home Teleworkers

Additional Locations

Job Information

CSAA Insurance Group (CSAA IG), a AAA insurer, is one of the leading personal lines property and casualty insurance groups in the United States. Here, every employee shapes our mission. We build innovative, human-centered solutions that help AAA members prevent, prepare for, and recover from life's uncertainties. You will join a collaborative, inclusive culture where your strengths have room to grow and your ideas can drive real impact. Step into a role where you can contribute to our shared success through meaningful work.

We are actively hiring for a Legal Operations Specialist - Remote!

Your Role:

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. Request 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.

Your Work:

• 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.
• Must live within reasonable commuting distance to our law office.
• This is a remote/hybrid role requiring you to work onsite 2 or more days per week.

Required Experience, Education and Skills

• 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

What would make us excited about you?

• Associate degree
• Experience with or ability to learn legal matter management systems, document management systems, claims administration systems, and court web sites–experience with TeamConnect, and Guidewire a plus
• Experience with Microsoft applications including Outlook, Teams, OneDrive, and Word–experience with Excel and PowerPoint a plus
• Experience with or ability to learn other legal and office applications, including Acrobat, HotDocs, Dropbox and Courtroom Insight and/or similar programs
• Experience working with or ability to learn how to work with legal service providers, including filing services and process servers, records retrieval services, court reporting and deposition services, independent medical examination providers
• 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.)
• 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

Please note we are hiring for this role remote anywhere in the United States with the following exceptions: Hawaii and Alaska.

Why Choose a Career at CSAA IG?

At CSAA IG, we are a mission-driven organization proudly committed to empowering our members, our employees, and our communities to thrive.

Recognition: We offer a total compensation package, annual bonus eligibility for most roles, 401(k) with a company match, and so much more! Read more about what we offer and what it is like to be a part of our dynamic team at https://careers.csaainsurance.aaa.com/us/en/benefits.

Career Growth: We believe in growth for everyone. Here at CSAA IG, leaders and mentors partner with employees to align interests, unlock development opportunities, and support long‑term success.

Flexible Workplace: We embrace a remote-first culture through our Flexible Workplace. Most employees hold Home-Flex roles, working primarily from home, often with the flexibility to work from various locations including CSAA offices. Our flexible workplace empowers you to balance remote work with intentional in‑person moments that deepen connection and collaboration.

Inclusion and Belonging: An inclusive and welcoming workplace is the cornerstone of our success. By fostering an environment where people feel valued and heard, we deepen our ability to understand and meet the unique needs of our members. This strengthens innovation and enhances our products and services, giving us a competitive edge in the market.

Sustainability: As climate change leads to more frequent and severe weather events, we are taking bold action to build more resilient communities and reduce our environmental impact. Submit your application to be considered. We communicate via email, so check your inbox and/or your spam folder to ensure you don’t miss important updates from us.

CSAA is committed to providing reasonable accommodations to qualified applicants and employees with disabilities or other limitations. If you would like to request an accommodation to participate in the job application or interview process, please contact [email protected]

If you apply and are selected to continue in the recruiting process, we will schedule a preliminary call with you to discuss the role and will disclose during that call the available salary/hourly rate range based on your location. Factors used to determine the actual salary offered may include location, experience, or education.

CSAA does not provide visa sponsorship for this role. Applicants must have authorization to work indefinitely in the US. Please do not apply for this role if at any time (now or in the future) you will need immigration support (i.e., H-1B, TN, STEM OPT Training Plans, etc.).

CSAA Insurance Group is an equal opportunity employer.

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