Civil Process Coordinator

POSITION TITLE: Civil Process Coordinator

LOCATION: This is a full-time, on-site position at our Rochester office located at 16 East Main Street, Rochester, NY 14614.

PAY RATE: $18.50/hr

Join a High-Growth Legal Services Leader

ABOUT THE ROLE:

Lexitas is seeking a highly organized and detail-driven Civil Process Coordinator to support the processing of legal requests, subpoenas, notarized documents, and service of process activities. In this essential role, you’ll handle sensitive legal and medical information with precision, ensuring clients receive accurate, timely service.This position is ideal for someone who enjoys structured work, excels in multitasking, and is comfortable collaborating with attorneys, paralegals, and external service providers. If you thrive in a fast-paced environment where accuracy and efficiency matter, you'll be a strong fit for this role.

KEY RESPONSIBILITIES:

• Communicate daily with attorneys and paralegals to coordinate service of process.
• Maintain ongoing client rapport using Outlook for professional correspondence.
• Enter case and defendant data into the Aetna System with high accuracy.
• Use online resources such as NAPPS to locate certified process servers.
• Collaborate with process servers to perfect service and track status updates.
• Email legal documents to process servers and follow up via phone or system checks.
• Sort and review incoming first-class mail related to Proof of Service.Scan, upload, and maintain documents in the Aetna System.
• E-file Proof of Service through TXcourts.gov as required by clients.Invoice clients and send legal documents via FedEx.Issue checks upon request.
• Maintain strict confidentiality of medical records and ensure compliance with HIPAA and all applicable legal standards.
• Support managers, expeditors, and the billing department on data accuracy and workflow needs.
• Perform other duties as assigned.
• Process client requests for notarized packets, including:
  • Locating notaries via 123Notary
  • Providing instructions, documents, and FedEx return labels
  • Reviewing completed notarized documents for correctness
  • Billing and mailing originals promptly

WHAT YOULL BRING:

• A positive, team-oriented mindset with excellent verbal and written communication skills.
• Strong attention to detail and exceptional organizational skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Outlook, Word, Adobe Acrobat, and general internet navigation.
• Experience using office hardware such as fax machines, copiers, and scanners.
• Minimum typing speed of 38 WPM.
• Ability to work independently while being an effective team contributor.
• Flexibility to work occasional overtime as needed.
• Consistent, reliable attendance and punctuality.
• Familiarity with subpoenas, written depositions, or affidavits (preferred).
• Ability to think quickly and logically when responding to customer inquiries.
• Comfort entering information in multiple screens while interacting with customers.

QUALIFICATINS:

• High school diploma or equivalent required.
• Minimum two years of administrative experience, preferably in a data entry-focused role.
• Legal terminology knowledge strongly preferred.
• Notary Public certification preferred.
• Demonstrated ability to handle confidential information in compliance with HIPAA and legal standards.
• Proven ability to work collaboratively with management to resolve departmental challenges professionally and efficiently.

SUPERVISORY RESPONSIBILITIES

This role is not a supervisor position.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS

No travel expected for this position.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender identity, sexual orientation or any other legally protected status.

EOE Employer/Vet/Disabled.

If you require reasonable accommodation in the application process, please contact Human Resources at HRDept@lexitaslegal.comfor assistance. All other applications must be submitted online.

PayType

Hourly

HiringRate

18.5