Case Filing Specialist, NYSI

American Arbitration Association; United States; On-site; USD 53,000 - 66,000; Full time

Benefits offered by this job

Health coverage

403(b) with strong employerContrib.

Student loan assistance

Generous paid time off

Job summary

The American Arbitration Association seeks an entry-level administrative assistant to support intake of new no-fault arbitration filings. Based in Buffalo or NYC, you will perform data entry, document scanning, and provide courteous, confidential support to parties and attorneys.

You will ensure filing requirements are met, maintain case records, and respond to inquiries while adhering to NYS regulations. This role requires attention to detail and reliable attendance.

Qualifications

• Associate's Degree in business or related discipline, or an equivalent mix of education and experience.
• 0-2 years of relevant experience (e.g., customer service, medical/liability insurance, case administration, or legal environment).

Responsibilities

• Reviews case filings to ensure compliance with filing requirements and accurately enters information and correctly scans and uploads documents into online case management system.
• Ensures confidentiality of case information and records; adheres to the AAA's information security and data privacy policies, procedures, and practices.
• Receives and responds to correspondence in accordance with established policies and procedures.
• Articulates and demonstrates a basic knowledge of arbitration sections of NYS Regulation 68 and NYS Regulation 35D related to NYSI Division's operations; addresses inquiries and escalates complex issues as needed.
• Establishes a professional rapport with the user community, stakeholders, and internal associates; maintains neutrality; escalates unresolved issues to supervisor.
• Makes suggestions to ensure operational efficiency.
• Demonstrates regular, reliable, and predictable job attendance; attends on-site meetings and training sessions.

Skills

Data entry

Time management

MS Office

Communication

Confidentiality

Education

Associate's Degree or equivalent

Tools

MS Office Suite

Case management software

Job description

Pay Range

Buffalo, NY: $52,600 - $55,700 per year New York City, NY: $62,000 - $65,700 per year

SUMMARY

Performs data entry and provides administrative support on the intake of new no-fault arbitration case filings.

ESSENTIAL FUNCTIONS

• Reviews case filings to ensure compliance with filing requirements and accurately enters information and correctly scans and uploads documents into online case management system.
• Ensures confidentiality of case information and records; adheres to the AAA's information security and data privacy policies, procedures, and practices.
• Receives and responds to correspondence in accordance with established policies and procedures.
• Articulates and demonstrates a basic knowledge of arbitration sections of NYS Regulation 68 and NYS Regulation 35D related to NYSI Division's operations and tasks specific to their roles and departments; Addresses basic inquiries from parties and properly directs complex inquiries to the appropriate departments; Demonstrates knowledge of NYS insurance forms and/or related documents related to NYS Regulation 68 and/or NYS Regulation 35D and NYSI division procedures.
• Establishes a professional rapport with the user community, stakeholders, and internal associates; maintains neutrality; responds to inquiries in a timely manner; anticipates, troubleshoots and resolves problems by weighing the importance of facts and issues in a manner that fosters resolution and efficient management of cases; ensures that unresolved and complex issues are escalated to the appropriate supervisor.
• Makes suggestions to ensure operational efficiency.
• Demonstrates regular, reliable, and predictable job attendance.
• Attends on-site and in-person meetings and training sessions.

EDUCATION AND EXPERIENCE

• Associate's Degree in business or related discipline, or an equivalent mix of education and experience.
• 0-2 years of relevant experience (e.g., customer service, medical/liability insurance, case administration, or legal environment).

KNOWLEDGE, SKILLS, & ABILITIES

• Strong attention to detail and accuracy in data entry, document review, and record-keeping.
• Excellent organizational and time management skills to handle multiple tasks and meet deadlines.
• Proficient in Microsoft Office Suite and web-based case management systems.
• Strong written and verbal communication skills to interact effectively with clients, attorneys, arbitrators, mediators, and colleagues.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

EEO & DIVERSITY

The American Arbitration Association is an equal opportunity employer (EEO) and we value diversity in our workplace. We consider all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state, and local laws.

Thank you for your interest in a career with the American Arbitration Association.

The American Arbitration Association (AAA) and its global division, the International Centre for Dispute Resolution (ICDR), are global leaders in arbitration, mediation, and online dispute resolution. For over a century, we have helped resolve complex disputes with fairness, efficiency, and integrity — earning the trust of businesses, organizations, and individuals worldwide.

Today, we are transforming how disputes are resolved.

As a digital-first, solutions-driven organization, we are integrating advanced technology, data, and AI-enabled tools to improve speed, accessibility, and the overall user experience.

Our culture is grounded in purpose, innovation, and continuous improvement.

We are proud to be recognized as a best-in-class employer, offering meaningful careers where employees can grow, collaborate, and make a measurable impact.

• Our comprehensive benefits include health coverage, a 403(b) with strong employer contributions, student loan assistance, and generous paid time off — supporting both professional success and personal well-being.