BSA Claims

Litigation Administrative Assistant

LITIGATION ADMINISTRATIVE ASSISTANT
REMOTE OUT OF FLORIDA

PRIMARY FUNCTIONS

1. Conference Scheduling

  • The Litigation Admin will facilitate the scheduling of required conferences, including:
    • Initial (“45-Day”) Case Conferences
    • Follow-Up (“90-Day”) Case Conferences
    • Pre-Trial Conferences (except for those requiring Legal)
  • Additionally, the Litigation Admin will confirm conferences and participant availability in advance of scheduled daily conferences.
  • The Litigation Admin will timely notify all conference participants of cancellations when appropriate (case has settled, for example). 

2. Trial Prep Roundtable Conferences

  • The Litigation Admin will be responsible for collecting and assembling case documents for Roundtable Conferences.
  • Additionally, the Admin will accurately prepare and distribute the agendas for those conferences in advance of the scheduled conferences.

3. 120-Day Group Conferences

  • The Litigation Admin will be responsible for collecting and assembling case documents for 120-Day group conferences.
  • Additionally, the Admin will accurately prepare and distribute the agendas for those conferences in advance of the scheduled conferences.
  • Well in advance of 120-day conferences, the Litigation Admin will generate a list of cases due to be presented and distribute same to the litigation teams. The list should be based upon the pending reports sent weekly from the Litigation Analytics Team.

4. Trigger Conferences

  • The Litigation Admin will review Trigger submissions for completeness and accuracy before forwarding to the manager for submission.

5. Trial Prep Session (TPS) Referrals

  • Following Roundtable sessions, the Litigation Admin will monitor and follow up with TPS referrals as decided at the Roundtable.
  • The Litigation Admin will review TPS submissions for completeness and accuracy before forwarding to the manager for final submission.

6. Aging Invoices Report

  • At the beginning of each week, the Litigation Admin will review the weekly Aging Invoice Report sent from the Litigation Analytics Team and alert the team members as appropriate. The Admin should also perform a follow-up on reported items later in the week to ensure completion.

7. Daily Voice Mail Report

  • The Litigation Admin will review the daily report of pending voice mails and alert the team members as appropriate.

8. Weekly Acuity Pending Report

  • Regarding the Weekly Acuity Pending Report sent from the Litigation Analytics Team, the Litigation Admin will:
    • Sort and format the report as directed by the manager;
    • Distribute the report to team members and manager;
    • Notate matters requiring special attention (aging, due for 120-day conference, etc. or as otherwise requested by the manager).

9. Matter Inventory & ClaimCenter Activities

  • The Litigation Admin will maintain an inventory (or master spreadsheet) of litigated matters as they are assigned.
  • From the assignment inventory, the Litigation Admin will set activities in the ClaimCenter work plan establishing target dates for initial, follow-up and 120-day conferences.

10. Weekly Service Invoice (WSI) Review

  • The Litigation Admin will review all Weekly Service Invoices for accuracy before submitting to the manager for final signature. As part of the accuracy, the Admin should also track attendance (i.e. days off) of the team members.

11. Notarizations

  • Assuming the Litigation Admin has been appointed as a Florida Notary Public, he or she will notarize jurats and affidavits as required by unit team members.

SECONDARY FUNCTIONS

In addition to the fundamental administrative responsibilities outlined above, the litigation managers prefer that the Litigation Admins be active participants on their litigation teams by performing higher-level functions. Those functions include, but are not limited to, the following:

1. Conference Attendance/Participation

  • Litigation Admins who attend case conferences, take notes and even participate demonstrate engagement in the litigation process and, therefore, provide a valuable service to the managers and teams.

2. Desktop Reviews

  • In coordination with the manager, a highly effective Litigation Admin will perform specific desktop reviews. Examples of specific reviews include:
    • Searches for unreported trial orders;
    • Past due activities;
    • Dangling reserves on files that should be closed;
    • Open files with no reserves;
    • Files without diaries;
    • Etc.

3. Review Closing Team Transfer Summaries

  • Proofread submissions to Closing Team for accuracy.
  • Verify completion of Resolution Tabs in Acuity.

4. Complete (or assist with) Special Projects

  • The most effective and successful Litigation Admins will demonstrate their willingness and ability to successfully complete (or assist with completing) various special projects.