Court Reporting Agency Office Assistant; Scheduling & Production

Capitol Pacific Reporting is seeking a highly organized, detail-oriented Court Reporting Agency Office Assistant (Scheduling & Production) to join our growing team. This is a hybrid position requiring a combination of in-office and remote work. This position is expected to average 30–40 hours per week, with hours increasing as business needs grow. Work schedules may vary based on workload, client needs, and scheduling demands.

This position will provide support to two key departments within our organization:
Scheduling and Production. The successful candidate will work collaboratively with both teams and will regularly transition between departments based on workload, priorities, and business needs. This role is ideal for someone who enjoys variety, thrives in a fast-paced environment, and is comfortable learning multiple aspects of court reporting agency operations.

• Manage and coordinate complex deposition schedules for court reporters using Solaria software.
• Communicate professionally with attorneys, legal assistants, clients, court reporters, and vendors via phone and email.
• Schedule depositions, hearings, meetings, and conference rooms.
• Coordinate videographers, conference facilities, and other services needed for legal proceedings.
• Arrange travel accommodations for court reporters when necessary.
• Maintain reporter contact sheets and overflow reporter lists.

• Scan Notices of Service and upload documents to the appropriate case files.
• Scan exhibits and other documents as needed.
• Serve original transcripts as needed.
• Assist with document management and case file organization.
• Support transcript production and delivery processes as assigned.

• Provide friendly and professional reception services by phone and in person.
• Answer, screen, and direct incoming phone calls.
• Maintain organized filing systems and records.
• Assist with marketing projects, mailings, and other office duties as assigned.

• Set up and troubleshoot remote depositions and meetings using Zoom, Teams, and other web-based platforms.
• Prepare in-house conference rooms for depositions, hearings, and meetings.
• Occasionally travel to satellite conference room locations to assist with setup and support.
• Provide technical support to clients, attorneys, and court reporters during proceedings.

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and manage multiple deadlines.
• Professional demeanor and exceptional customer service skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency with Microsoft Office, particularly Outlook and Word.
• Comfortable learning industry-specific software and technology platforms.
• Previous administrative, scheduling, legal support, or customer service experience preferred.
• Ability to work independently as well as collaboratively with a team.
• Adaptable and willing to shift between departments and responsibilities as business needs change.

• Hybrid position with both in-office and remote responsibilities.
• Position will begin on a part-time basis and is expected to transition into a full-time role.
• Hours will vary based on workload and scheduling needs.
• Flexibility and reliability are essential.
• Paid vacation time
• Paid sick leave
• Flexible work environment with a hybrid schedule
• Opportunity to work both remotely and in the office
• Supportive, team-oriented workplace
• Variety in daily responsibilities with cross-training opportunities in multiple departments
• Opportunity for professional growth within an established court reporting agency

Medical insurance is not currently offered with this position.