Job Title

Administrative Specialist

Summary:

This is a skilled administrative position that involves appointing arbitrators to cases, scheduling conferences and hearings, and performing various tasks such as generating memos and correspondence, electronic filing, and setting up hearing rooms.

Essential Responsibilities

• Analyze arbitration pleadings.
• Appoint arbitrators to cases.
• Electronic file management.
• Discuss administrative procedures with counsel and arbitrators.
• Schedule conference calls and meeting rooms.

This position requires the ability to independently prioritize work, handle routine matters independently, and complex matters under close supervision. The incumbent must be proficient in their assigned roles and able to work under close supervision generally.

Key Tasks

• Generates, mails, and/or publishes memos to the ODR Portal, as instructed.
• Receives lists of arbitrators from parties, enters rankings in database, consolidates and/or extends lists as necessary.
• Properly documents reasons for arbitrator changes to case lists such as withdrawals and/or requests for removal.
• Contacts arbitrators to serve on cases. Appoints and/or replaces arbitrators to cases, following established procedures.
• Coordinates, schedules, and notifies parties and arbitrators in writing of the date and time of conference calls and hearings.
• Maintains electronic and physical files in accordance with established procedures. Files and/or scans correspondence promptly and prepares files for storage.
• Inputs written case notes and hearing dates into case processing system.
• Reserves hearing locations for off-site hearings. Reserves, prepares and recovers hearing rooms for on-site hearings and arranges for box storage.
• Fulfills recording requests and downloads digital recordings.
• Answers general questions from parties and arbitrators. Answers more complex questions with limited assistance.
• Processes incoming emails and faxes from central inbox and case management system, as needed.
• Reviews and process incoming Arbitrator Oaths and Orders, with limited assistance.
• Determines proper composition of arbitration panel, generates list of arbitrators, reviews arbitrator information for conflicts, and eliminates arbitrators from lists, as needed, with limited assistance.
• Reviews and/or processes arbitrator expense reports for submission to Finance, as needed.
• Reviews vendor/hotel invoices for submission to Finance Department, as needed.

Pay and Benefits

The pay range for this position is $25.00 - $32.00/hr.

Eligible employees may receive the following benefits:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position located in Los Angeles, CA.

Application Details

This position is anticipated to close on Feb 14, 2025.