Title: Case Administration Specialist
Location: DC Metro Area
Target Start Date: ASAP
Type: contract
Pay Rate: DOE
We are seeking a detail-oriented Case Administration Specialist to support the administration and processing of arbitration and dispute resolution matters. This role is responsible for reviewing legal filings, maintaining case records, monitoring deadlines, coordinating case activities, and providing procedural support throughout the case lifecycle.
The ideal candidate has strong analytical and organizational skills, excellent written and verbal communication abilities, and the ability to independently manage routine assignments while working with management on more complex matters.
Key Responsibilities
- Review and process initial legal filings and pleadings to ensure jurisdiction, completeness, and compliance with applicable procedures.
- Prepare deficiency notices and coordinate reservice when initial filings do not meet requirements or service is unsuccessful.
- Analyze and process subsequent pleadings, including answers, counterclaims, cross-claims, and third-party claims.
- Monitor case deadlines, reports, and assignments to ensure established service levels and processing requirements are met.
- Maintain motion calendars, solicit responses, and prepare materials for submission to arbitrators or decision-making panels.
- Process administrative and substantive motions and make recommendations when appropriate.
- Assess case-related fees, review fee waiver requests, and prepare written recommendations.
- Review arbitrator challenges, identify potential conflicts, and assist with recommendations regarding arbitrator eligibility.
- Determine appropriate panel composition, generate arbitrator lists, and coordinate replacements when arbitrators become unavailable.
- Conduct financial reviews of settled, withdrawn, and completed cases and ensure cases are properly closed within required timeframes.
- Review incoming case submissions and determine appropriate next steps in accordance with established procedures.
- Maintain accurate electronic and physical case files and enter case-related information into case management systems.
- Utilize electronic docket management systems and web-based portals to process assignments and maintain case documentation.
- Respond to inquiries regarding arbitration procedures, case status, filing requirements, fees, and electronic case systems.
- Provide professional and responsive customer service to internal and external stakeholders.
- Prioritize multiple assignments and deadlines while maintaining a high degree of accuracy and attention to detail.
- Collaborate effectively with colleagues in both in-person and virtual environments.
- Support presentations, public speaking, and other departmental activities as needed.
Qualifications
- Bachelor's degree and at least 1 year of related professional experience, or an equivalent combination of education and experience.
- Paralegal certificate is a plus.
- Experience reviewing or processing legal documents, pleadings, case files, or similar documentation preferred.
- Strong analytical, organizational, and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Proficiency with Microsoft Office or comparable productivity applications.
- Experience with electronic docketing, case management systems, or web-based portals is preferred.
- Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a detail-intensive environment.
Work Environment
- Hybrid work environment requiring a minimum of three days per week in the office.
- Occasional overtime may be required based on business and case-processing needs.
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