CSAA Insurance Group, a AAA Insurer · 21 hours ago
Legal Operations Specialist - Remote
United States
Full-time
Remote
Mid Level
3+ years expCSAA Insurance Group, a leading personal lines property and casualty insurance group, is seeking a Legal Operations Specialist. This role provides administrative support to legal staff and is responsible for managing legal documents, coordinating communications, and assisting with litigation operations.
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No H1B
Responsibilities
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
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
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
Qualification
Required
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
Preferred
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
Benefits
Annual bonus eligibility for most roles
401(k) with a company match
Company
CSAA Insurance Group, a AAA Insurer
Why we're forever forward -- At CSAA IG, one thing will always endure: our commitment to excellence in everything we do for our members, employees and communities.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Mike Zukerman
President and CEO
Joseph Kamau
SVP and Chief Information Security Officer
Recent News
Digital Insurance
2025-10-23
2025-10-04
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