American Arbitration Association

  • Administrative Assistant / Case Filing Coordinator

    Job Location(s) US-NJ-Voorhees
    Job ID
    NJ PT Case Filing Coordinator
    Category
    Administrative/Clerical
  • Overview

    As a part-time Case Filing Coordinator, the successful candidate will work 25 hours per week Monday-Friday, and will be an important member of a highly collaborative team in our Intake Department. Reporting to the Case Filing Supervisor, the Case Filing Coordinator will be primarily responsible for performing intake-related administrative duties by ensuring that arbitration case filings are processed in accordance with the AAA’s policies and procedures.

     

    We offer a competitive salary and the opportunity to have a rewarding career in a fast-paced, results-driven environment. Our comprehensive benefits program includes the following: Vision coverage, discounted pet insurance, 403(b) and Roth 403(b) retirement plans w/company match, a discounted corporate FitBit program, and generous paid time-off benefits.

    Responsibilities

    • Processes case filings and associated documents received by mail, email, and facsimile; provides primary telephone coverage on case filing general inquiry line; provides administrative support to case filing services team; handles payments received and bank deposits.
    • Manages the intake email inbox and faxes; responds to inquiries and creates cases in a timely manner and informs supervisor of progress.
    • Ensures filing documents are correctly scanned and processed into the case management system; analyzes and indexes case filing documents.
    • Answers the case filing services general inquiry telephone line; responds to voicemails, take messages, and transfers to appropriate persons.
    • Escalates notification to appropriate staff for cases requiring special attention.
    • Manages daily control of checks, including daily posting; prepares and makes bank deposits, check identification searches, input and verification of data (check, credit card payments), and provides information and follow-up with finance department and case filing specialists.
    • Processes credit card payments in accordance with internal policies, including posting payment to the proper bill line or case and maintaining records.
    • Communicates AAA policies and procedures to parties; understands, interprets and evaluates specific case issues based on information. Comply with established AAA policies, procedures and regulations; keeps abreast of applicable rules, regulations, and procedures; consults with immediate supervisor for guidance to ensure quality and consistent standards.
    • Maintains administrative and financial records in accordance with corporate standards, including electronic files and system records.

    Qualifications

    Education & Experience: High School Diploma or GED; 2 years of progressive administrative experience in a client-centered work environment; or an equivalent combination of education and experience.

    Language Skills: Ability to read and interpret documents such as legal files, business correspondence and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, arbitrators, mediators or employees of the organization.

    Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs; ability to understand and interpret statistical reports, data charts and graphs.

    Technology Requirements: Intermediate proficiency with Microsoft Outlook, Word, and Excel.

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