Case Management Paralegal
Nashville, TN
Full Time
Experienced
Case Management Paralegal
Tennessee Department of State
Administrative Procedures Division
Mission
The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
The Administrative Procedures Division (APD) within the Office of the Secretary of State aims to serve our clients, customers, and associates – government agencies, citizens of Tennessee, and judicial partners – by providing impartial, efficient, and sound contested case hearings and mediations. More than 70 state and local government agencies open an average of 6500 cases with APD each year on issues ranging from property taxes to professional licensure, civil seizure and forfeiture of assets to the provision of special education services. APD offers an important platform for citizens to contest administrative rulings from government.
Supervisor: Director of Administrative Procedures
Summary: Maintain case management system and electronic records for all cases opened with the Division. Schedule dockets for administrative law judges and process billing of government agencies.
The scope of APD’s portfolio of cases makes working for APD unique and exciting. In the course of a month, the Case Management Paralegal may resolve, in our electronic case management system, 150 unique scenarios resulting from the intricacies of such varied cases. The Case Management Paralegal’s careful, accurate, and efficient handling of case documents and workflow action items in APD’s case management system is critical to ensuring APD achieves its mission.
Duties/Responsibilities
Oversee the accuracy of electronic records in the Division’s case management system:
Maintain master schedule of dockets for all administrative judges:
Required Qualifications
Education and Experience
Location: The official workstation is the Tennessee Tower in downtown Nashville, TN. After a period of time, consideration may be given, at the discretion of the Director, to allow for remote work.
Hours: The official work hours are 8:00 am – 4:30 pm Central Time. After a period of time, consideration may be given, at the discretion of the Director, to allow for an adjustment to the work hours.
Tennessee Department of State
Administrative Procedures Division
Mission
The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
The Administrative Procedures Division (APD) within the Office of the Secretary of State aims to serve our clients, customers, and associates – government agencies, citizens of Tennessee, and judicial partners – by providing impartial, efficient, and sound contested case hearings and mediations. More than 70 state and local government agencies open an average of 6500 cases with APD each year on issues ranging from property taxes to professional licensure, civil seizure and forfeiture of assets to the provision of special education services. APD offers an important platform for citizens to contest administrative rulings from government.
Supervisor: Director of Administrative Procedures
Summary: Maintain case management system and electronic records for all cases opened with the Division. Schedule dockets for administrative law judges and process billing of government agencies.
The scope of APD’s portfolio of cases makes working for APD unique and exciting. In the course of a month, the Case Management Paralegal may resolve, in our electronic case management system, 150 unique scenarios resulting from the intricacies of such varied cases. The Case Management Paralegal’s careful, accurate, and efficient handling of case documents and workflow action items in APD’s case management system is critical to ensuring APD achieves its mission.
Duties/Responsibilities
Oversee the accuracy of electronic records in the Division’s case management system:
- Ensure the accuracy of case files in the Division’s case management system (CMS).
- Serve as the first point of contact for questions regarding the CMS, the case files, and the workflows within.
- Receive, review, and process requests from judges and other APD staff for corrections needed in the CMS. Correct the electronic case files as needed, ensuring the accuracy of all electronic records for all cases opened with APD.
- Develop and lead training of APD colleagues, individually and collectively, on the correct use of the CMS. Design creative, clear, and concise training tools, instructions, and manuals.
- Track, monitor, and analyze key data regarding corrections requested and made in the CMS.
- Serve as the staff representative on APD’s CMS Committee. Work with the Secretary ofState’s Information Technology Division to propose, design, and test systemic changes to the CMS, based upon patterns or concerns reflected in the data.
- Receive, review, and process Petitions for Reconsideration, Appeals, and requests for technical records or case files. Compile and review technical records and responses to requests for case files.
- Compile case documents in response to public records requests.
- Receive, review, and process requests for Bill of Costs for individual cases before APD.
- Track the status of appeals to ensure necessary rulings are uploaded into the CMS and to ensure timely closing of cases.
- Receive, review, and process all returned mail, resetting deadlines and task due dates as needed.
- Receive, review, and process requests for subpoenas.
Maintain master schedule of dockets for all administrative judges:
- Liaise with government agencies to plan and organize monthly docket schedules for the Division’s administrative law judges. Serve as the point of contact for customer agencies regarding the scheduling of hearings.
- Maintain list of customer agency contacts. Build and maintain relationships with customer contacts, ensuring responsive customer service.
- Coordinate both the randomization and rotation of judge assignments for preset dockets.
- Participate in pre-hearing conferences, as invited by the administrative law judges, to assist with scheduling of hearings.
- Reschedule and reassign dockets as necessary.
- Review and process leave requests and timesheets for administrative law judges, based upon the docket calendar, making scheduling adjustments as needed.
- Calculate and process monthly billing of government agencies for APD’s work on cases opened with the Division.
- Communicate with government agencies regarding the status of outstanding cases.
- Schedule and track CLE courses attended and provided by APD employees. File for CLE credit with the Tennessee Commission on Continuing Legal Education for CLE hours obtained and provided by APD.
- Learn the functions other support staff perform and serve as backup for other staff members as needed.
- Perform other duties as assigned.
- Perform all functions of the job in an independent and responsible manner, including when working remotely.
Required Qualifications
Education and Experience
- Graduation from an accredited college or university resulting in any one of the following:
- Full-time experience with a history of increased responsibility in the legal profession and prior experience with legal case management systems.
- Experience teaching, assisting, and mentoring colleagues in a collaborative environment is preferred.
- Understanding of legal documents and legal terminology, preferably associated with litigation.
- Ability to use independent judgment to determine how legal documents are entered into the CMS.
- Ability to learn quickly, absorbing important information on the legal meaning and workflow of various document types throughout the administrative law process and within APD’s specific case management system.
- Proficient computer skills, specifically with data management. Comfortable and confident with quickly learning a new case management system.
- Ability to envision and articulate proposals for how the CMS can be enhanced to improve efficiencies in document review processes as well as customer service.
- Creativity in designing clear and concise training materials.
- High attention to detail and accuracy of data entry (party names, contact information, hearing dates, etc.). Ability to quickly and accurately analyze large volumes of data and documents, spot errors, and ensure accuracy of data.
- Strong oral and written communication skills as well as excellent listening skills in order to ensure quality customer service. Ability to compose professional, concise, tactful emails using proper grammar, spelling, and punctuation.
- Ability to use and familiarity with MS Office: Outlook, Word, Excel, and PowerPoint. Ability to use and familiarity with Adobe Pro.
- Ability to use and quickly learn virtual meeting platforms: Webex and MS Teams.
- Exceedingly strong basic computer skills.
- Analytical-thinking and deductive reasoning ability.
- Ability to manage daily tasks and correctly prioritize their timely completion.
- Ability to quickly adapt to new processes when implemented.
- Ability to manage multiple high-volume priorities in a fast-paced environment.
- A service-oriented attitude, both to customers and to colleagues.
- Knowledge of the administrative law process is a plus.
- Affinity for teaching, assisting, and mentoring others with patience, clarity, and tact. A talent for encouraging collaboration and motivating teamwork amongst colleagues.
Location: The official workstation is the Tennessee Tower in downtown Nashville, TN. After a period of time, consideration may be given, at the discretion of the Director, to allow for remote work.
Hours: The official work hours are 8:00 am – 4:30 pm Central Time. After a period of time, consideration may be given, at the discretion of the Director, to allow for an adjustment to the work hours.
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