Process Specialist

ProVest; Phoenix (AZ); On-site; USD 36,000 - 48,000; Full time

Job summary

ProVest in Phoenix, AZ is seeking a detail-oriented data entry and records specialist to support the timely processing of legal documents. You will maintain case statuses, coordinate with clients and process servers, and ensure accuracy of data in the firm’s systems.

The role requires 2+ years in an office or customer service environment, strong communication, and proficiency with Microsoft Office. Monday–Friday, 9AM–6PM in-office position with standard office equipment experience.

Qualifications

• High school diploma or equivalent required.
• Minimum 2 years of office or customer service experience.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and stay organized.
• Knowledge of Rules of Civil Procedure for supported states.
• Intermediate proficiency in Microsoft Office applications.
• Proficient typing skills (30 wpm).
• Experience with handling legal documents preferred.

Responsibilities

• Maintain professionalism with clients and establish rapport with every caller.
• Input & update case statuses in proprietary system and set work priorities by pulling electronic reports.
• Follow up with process servers for status via phone and email to push for quick resolution.
• Apply client and county requirements to daily work and become familiar with Civil Procedure rules.
• Provide daily communication with clients, vendors, and coworkers.
• Prepare and sort documents for data entry and review new case data.
• Reroute & track documents, open mail, and ensure accuracy of case data.
• Meet or exceed KPIs regarding timeliness of case status and notes.

Skills

Communication

Customer service

Organization

Typing 30 wpm

Verbal/written

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Summary

Responsible for accurate data entry, file maintenance, and record keeping to ensure assuring the timely receipt and processing of legal documents in a team production environment.

Core Responsibilities

• Maintain high level of professionalism with clients and establish a positive rapport with every caller.
• Input & update case statuses in proprietary system and establish work priorities by pulling electronic reports for clients.
• Follow up with process servers for status via phone and email to push for quick resolution.
• Apply client and county specific requirements to daily work production and become familiar with rules of Civil Procedure.
• Provide daily communication with clients, vendors, and co-workers.
• Prepare and sort documents for data entry.
• Reroute & track documents, open mail, and review new case data.
• Meet or exceed key performance indicators regarding timeliness of case status, case notes, and obtaining status to move cases to next phase of service.
• Expedite resolution of errors made by Process Servers on submitted affidavits.
• Create and maintain logs for tracking purposes.
• Punctual and regular attendance.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required
• Minimum 2 years of office and/or customer service experience
• Strong written and verbal communication skills
• Proven ability to manage multiple priorities and maintain strong organizational skills
• Knowledge of Rules of Civil Procedure for supported states
• Intermediate proficiency in Microsoft Office applications preferred
• Proficient typing skills (30 wpm)
• Experience with office machine operations
• Familiarity with legal documents preferred
• Ability to multi-task and maintain organization

Work Environment

Professional office work environment. Hours are Monday - Friday 9AM-6PM.

Physical Demand

Occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be provided to individuals with disabilities to perform the essential functions of the job. Occasionally required to sit for long hours, walk, use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; talk or hear.

Attestation

I understand that this job description is not intended to be all-inclusive and that I may be required to perform other related duties as negotiated to meet the ongoing needs of the organization. Our firm is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristic protected by law. We are a Drug Free Workplace and an Equal Opportunity Employ er.