Case Filing Specialist; California Job Mesa Arizona USA,Administrative/Clerical

Position: Case Filing Specialist (California)

Position Summary

Ogletree Deakins is looking for a California Case Filing Specialist to join our growing firm. Under supervision, the California Case Filing Specialist supports the delivery of quality legal services by preparing and processing filings for California state and federal court, and arbitration proceedings. This role requires specialized knowledge of private arbitration rules (e.g., JAMS, AAA), California state court rules and procedures, including the California Rules of Court and local rules across California's 58 superior courts, and the Federal Rules of Civil Procedure for 4 federal district courts throughout California.

The Specialist works collaboratively with attorneys and paralegals on a team-oriented basis to ensure accurate, timely, and compliant court filings. This is a remote role that requires flexibility to work an alternative schedule extending coverage beyond core business hours (e.g., 11 am-7 pm PT). Applicants must reside in Nevada or Arizona.

Essential Functions

Preparing Court Filings:
Using word processing, document management, and e-filing software, the Filing Specialist prepares, reviews, and processes legal documents for filing in California state and federal courts (and private arbitrations) under attorney supervision. This includes ensuring all documents comply with applicable Federal Rules of Civil Procedure, California Rules of Court, local court rules, and formatting requirements. Proofreads documents and checks for appropriate formatting, pagination, and compliance with page limits, font requirements, and other technical specifications.

Prepares and assembles exhibits, attachments, and supporting documentation.

E-Filing Management:
Processes electronic filings through California state and federal courts, arbitration e-filing systems and third-party e-filing service providers. Monitors filing status, retrieves filed documents and conformed copies, and maintains records of all filings. Troubleshoots filing rejections and coordinates corrections to ensure timely resubmission.

Calendar and Deadline Management:
Partners with the Firm’s Docketing team to maintain, update, and monitor litigation calendars for assigned matters, including filing deadlines, hearing dates, and statutory due dates.

Maintains Files:
Maintains paper and electronic litigation files in compliance with internal policies. Ensures all court filings, conformed copies, and proof of service documents are properly organized and accessible. Performs routine filing and retrieves files as needed.

Service of Process Coordination:
Coordinates service of filed documents in compliance with California service requirements. Prepares proofs of service and ensures proper documentation of service methods.

General Administrative Support:
Receives and screens phone calls related to filing matters. Communicates effectively and professionally with court clerks, e-filing vendors, and others in the Firm. Assists with preparation of courtesy copies for judicial officers as required by local rules.

Requirements

5+ years of experience preparing and processing court filings, with a focus on private arbitrations, California state and federal court litigation.
Demonstrated knowledge of the California Rules of Court, California Code of Civil Procedure, local rules for California superior courts, Federal Rules of Civil Procedure, and rules for private arbitrations.
Experience with California state and federal court e-filing systems and third-party e-filing service providers.
Knowledge of legal terminology, legal documents, and California state and federal court processes.
Strong computer proficiency in the use of MS Office, document management systems, and e-filing software.
Excellent attention to detail with strong proofreading skills.
Understanding of correct grammar, spelling, and punctuation.
Superior organizational skills, including calendaring and deadline tracking.
Time management skills and ability to work independently in a remote environment.
Reliable internet connection and dedicated home workspace suitable for remote work.
Availability to work an alternative schedule to extend coverage beyond core business hours (e.g.,…