Administrative Skills, Adobe Acrobat, Billing, Communication Skills, Copying Machines, Customer Relations, Data Entry, Data Quality, Detail Oriented, Develop and Maintain Customers, Document Scanners, Fax Machines, Follow Through, HIPAA (Health Insurance Portability and Accountability Act), High School Diploma, Legal, Legal Documents, Legal Standards, Maintain Compliance, Medical Records, Microsoft Outlook, Microsoft Word, Multitasking, Organizational Skills, Patient Confidentiality, Presentation/Verbal Skills, Process Management, Project Tracking, Regulatory Compliance, Team Player, Time Management, Typing, Writing Skills
Civil Process Coordinator
At Lexitas, we coordinate civil process and client communications with precision, responsiveness, and dependable follow-through.
This is a full-time, on-site position at our Rochester office located at 16 East Main Street, Rochester, NY 14614.
$18.50/hr
About The Role
Lexitas is seeking a highly organized and detail-driven Civil Process Coordinator to support the processing of legal requests, subpoenas, notarized documents, and service of process activities. In this essential role, you'll handle sensitive legal and medical information with precision, ensuring clients receive accurate, timely service. This position is ideal for someone who enjoys structured work, excels in multitasking, and is comfortable collaborating with attorneys, paralegals, and external service providers. If you thrive in a fast-paced environment where accuracy and efficiency matter, you'll be a strong fit for this role.
Key Responsibilities
- Communicate daily with attorneys and paralegals to coordinate service of process.
- Maintain ongoing client rapport using Outlook for professional correspondence.
- Enter case and defendant data into the Aetna System with high accuracy.
- Use online resources such as NAPPS to locate certified process servers.
- Collaborate with process servers to perfect service and track status updates.
- Email legal documents to process servers and follow up via phone or system checks.
- Sort and review incoming first-class mail related to Proof of Service. Scan, upload, and maintain documents in the Aetna System.
- E-file Proof of Service through TXcourts.gov as required by clients. Invoice clients and send legal documents via FedEx. Issue checks upon request.
- Maintain strict confidentiality of medical records and ensure compliance with HIPAA and all applicable legal standards.
- Support managers, expeditors, and the billing department on data accuracy and workflow needs.
- Perform other duties as assigned.
- Process client requests for notarized packets, including:
- Locating notaries via 123Notary
- Providing instructions, documents, and FedEx return labels
- Reviewing completed notarized documents for correctness
- Billing and mailing originals promptly
What You'll Bring
- A positive, team-oriented mindset with excellent verbal and written communication skills.
- Strong attention to detail and exceptional organizational skills.
- Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
- Proficiency in Microsoft Outlook, Word, Adobe Acrobat, and general internet navigation.
- Experience using office hardware such as fax machines, copiers, and scanners.
- Minimum typing speed of 38 WPM.
- Ability to work independently while being an effective team contributor.
- Flexibility to work occasional overtime as needed.
- Consistent, reliable attendance and punctuality.
- Familiarity with subpoenas, written depositions, or affidavits (preferred).
- Ability to think quickly and logically when responding to customer inquiries.
- Comfort entering information in multiple screens while interacting with customers.
Qualifications
- High school diploma or equivalent required.
- Minimum two years of administrative experience, preferably in a data entry-focused role.
- Legal terminology knowledge strongly preferred.
- Notary Public certification preferred.
- Demonstrated ability to handle confidential information in compliance with HIPAA and legal standards.
- Proven ability to work collaboratively with management to resolve departmental challenges professionally and efficiently.
This role is not a supervisor position.