Legal Administrative Assistant

Job Name : Senior Specialist

Location : 4+10 Tiedeman Road, Brooklyn, OH 44114

Duration : 8 Months Contract

Job Description

This position is responsible for having full knowledge of the day to day functions of the Judgment Processing Department and ability to provide coverage on all legal order processing. Responsible for performing complex searches for accounts in compliance with Federal and State legal orders and for assuring immediate identification and full responsibility for securing funds. Perform accurate and timely answers to courts, attorneys and agents as specified by law and in compliance with court ordered instructions. Perform quality control reviews to reduce risk associated with monetary losses. Review, log and identify proper ownership and establish accountability with other lines of business for handling legal documents affecting Key. Oversee the department in Managers absence by acting as the control point to handle exception situations and to channel information for appropriate escalation.

Responsibilities:
• Perform immediate account searches in response to complex Specialty Order cases using system data to determine what type of information, balance, and account relationships exists for clients. Must promptly read legal documents and make decisions on a case-by-case basis to determine proper actions assuming full responsibility for securing funds
• Identify and immediately perform appropriate hold or freeze on accounts by applying the appropriate Federal/State Statue in conjunction with court mandated instructions to be arrive at dollar amount needing immediately secured. Make determination of allowable disclosure based on sealed/or restricted disclosure cases and assure confidentiality. Process immediate turnover of funds or moving funds to a bank holding account for future remittance.
• Prepare formal “Answers to Complaints” on behalf of Key’s Litigation Counsel and assure proper filing to the court and all appropriate parties. Compose answers and correspondence, disclosures to courts, attorneys/agents and clients as appropriate within established deadline. Assure case closing processes are completed as outlined in procedures.
• Assure incoming legal documents are accurately and timely logged into JPex according to procedures and appropriate comments are added for difficult cases. In addition, must review, log and identify proper ownership for all documents and establish accountability with other lines of business for handling legal documents affecting Key.
• Research and respond to SRTS and TCS complaints involving release of funds often working directly with the plaintiff and defendant attorneys, legal department, account officers, and business contacts to provide options for case resolution.
• Act as risk control point for the department by performing detailed quality review controls on large dollar orders. Perform quality review and certification process on data match files containing confidential client account information to assure proper recipient and disclosure of sensitive data.
• Assure compliance by performing official bank check requests and timely mailing to comply with garnishments, levies, executions, and various legal orders as defined by Federal/State regulations. Requires full knowledge and accountability for all types of Federal and State attachment orders and understanding of associated risks to the bank.
• Review complex settlement and court ordered documents to identify and recommend appropriate accounts and amounts to be released. On difficult cases contact Attorney/Agents to advise of additional documentation needed. Assure proper returning of funds to client or turnover of funds as directed by court.
• Accurately file case folders for ease in retrieval and for maintaining accurate record retention requirements. Assist team in offsite record preparation.
• Perform end of day APA balancing and import; identify and correct any discrepancies assuring a balanced file is submitted for posting.
• Actively participate in team huddles, staff and department meetings, by engaging in improvement discussions, and providing recommendation for enhancements to department procedures. Provide insight to workflow or procedure changes necessary due to law or compliance changes.
• Perform assigned duties for department back-up coverage, new employee training, JPex fax distribution, testing, and special projects. Oversee the department in Managers absence by distributing daily work assignments, handle exception situations, and channel information for appropriate escalation.
• Accurately report volume and daily time spent performing duties to assure accurate statistical data is captured and reported within department deadlines.

Required Qualifications:
• Extensive knowledge and experience working with Legal docs, Hogan, view direct, CIS, system applications containing detailed customer account data. Full understanding of banking products and services. Two-years’ experience working in a financial organization preferred.
• Experience performing monetary transactions timely and accurately.
• Writes and speaks effectively using detail appropriate to the situation. Demonstrates good listening and reading comprehension skills with ability to properly identify required actions. Ability to work with all levels of internal/external clients remaining professional and knowledgeable while protecting KeyBank’s monetary risks and confidentiality of case detail.
• Working knowledge of general ledger as it pertains to assets, liabilities, revenue and expense in banking environment. Experience utilizing debit and credit entries to general ledger applications and knowledge of proper offsets required in a balancing process.
• Possesses high degree of accuracy to detail as required for a high-risk environment. Ability to accurately apply procedures to legal documentation and data.
• Ability to self-manage multiple tasks and case assignments simultaneously without losing focus. Is self-disciplined and maintains an organized approach to priorities as required in high stress environment.
• Knowledge or experience of banking regulations, state and federal laws pertaining to legal orders such as garnishments, IRS and State Levies, Restraining Notices, Order to Withhold.
• Knowledge and experience using system applications such as Micro Soft Word, Excel, Lotus Notes, for creating letters, input to spreadsheets, navigating department reports and workflows.
• Ability to perform high volume 10 key input by touch using numeric key pad.
• Adapts well to changing priorities, deadlines, and directions. Offers suggestions for continuous improvements and demonstrates professional interaction with internal and external clients. Read more