Legal Process Coordinator

SUMMARY

The Legal Process Coordinator is responsible for managing the day-to-day processing of subpoenas, bankruptcy documentation, legal billing, and related legal department administrative functions. This role supports the legal department by ensuring timely and accurate handling of legal process requests, maintaining organized records, and coordinating with internal departments and external parties. The Legal Process Coordinator ensures compliance with established company policies and procedures.

Ensures compliance with established Company policies and procedures.  Demonstrates knowledge of, adherence to, monitoring and responsibility for compliance with state and federal regulations and laws as they pertain to this position including but not limited to the following: Regulation Z (Truth in Lending Act), Regulation B (Equal Credit Opportunity Act), Home Mortgage Disclosure Act, Real Estate Settlement Procedures Act, Fair Credit Reporting Act, Bank Secrecy Act in conjunction with the USA PATRIOT Act, Anti-Money Laundering and Customer Information Program, Right to Financial Privacy Act (state and federal) and Community Reinvestment Act.

REQUIRED DUTIES

1.    Process subpoenas from receipt through production, including acknowledging receipt, logging into the subpoena database, locating related accounts, gathering requested documents, and producing records via Sharefile or alternative methods on the production date after payment is received.

2.    Prepare and send customer notification letters in connection with subpoenas received, unless a nondisclosure order applies.

3.    Prepare reimbursement invoices for subpoena compliance and send to the subpoenaing party; track and reconcile reimbursement fees on a monthly basis.

4.    Identify and process BSA-related subpoenas, maintaining BSA subpoena records, and completing monthly reconciliation with the BSA Department.

5.    Process and manage legal billing, including receiving invoices from in-house attorneys, forwarding to accounts payable, maintaining electronic copies, and updating the records.

6.    Monitor and legal process emails, interact with the registered agents, and legal help desk requests, triaging and routing items to the appropriate bank officer or department.

7.    Review documents for relevance and privilege prior to production; prepare privilege logs when necessary.

8.    Support e-discovery efforts, including collecting, organizing, and reviewing electronically stored information (ESI) in response to litigation holds, subpoenas, and regulatory requests.

9.    Prepare declarations of records for subpoena productions in compliance with applicable evidence codes.

10.    Maintain organized legal process files, including scanning and archiving closed files in PDF format by month and year.

11.    Correspond with internal clients and external organizations, in writing, by telephone or electronic communications, as directed by the supervising attorney.

12.    Provide support to in-house counsel on subpoenas and legal process matters, as needed.

13.    Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.

14.    Demonstrates knowledge of and adherence to EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; builds a diverse workforce and supports affirmative action. 

15.    Follows policies and procedures; completes tasks correctly and on time; supports the company’s goals and values.

16.    Performs the position safely, without endangering the health or safety to themselves or others and will be expected to report potentially unsafe conditions.  The employee shall comply with occupational safety and health standards and all rules, regulations and orders issued pursuant to the OSHA Act of 1970, which are applicable to one’s own actions and conduct.

17.    Performs duties specific to the position and other functions as assigned.

MINIMUM REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position.  The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner.  Individual abilities may result in some deviation from these guidelines.

•    High school diploma or equivalent required; Associate's degree preferred.

•    At least one (1) year of experience in legal process, legal operations, or legal administrative support in a financial institution or law firm preferred.

•    Familiarity with subpoena processing, records production, e-discovery processes, and banking operations preferred.

•    Experience with document management systems, e-discovery tools, and banking platforms (e.g., Fiserv, Sharefile) a plus.

•    Intermediate skills in computer terminal and personal computer operation; word processing and spreadsheet software programs.

•    Basic math skills; ability to reconcile spreadsheets, track payments, and perform basic calculations.

•    Strong verbal, written and interpersonal communication skills, with the ability to apply common sense to carry out instructions, follow established procedures, and communicate clearly with internal departments and external parties.

•    Strong attention to detail and ability to manage multiple concurrent tasks with competing deadlines.

•    Ability to work with little supervision while performing duties.

Pay $47,500 - $83,500 per year. The salary reflects the full, reasonably expected salary range for this position. Salary is based on the candidate’s current experience, education, skills, and abilities related to the position. Successful candidates may be eligible for bonus, stock, commissions, and incentives at the Company’s sole discretion. We offer a comprehensive benefits package, which vary depending on the position ultimately offered.  All employees are offered paid sick time off.  Depending on the position offered, benefits packages may include vacation leave; paid holidays; medical, dental, vision, life and disability insurance packages for employees and dependents; various other voluntary benefit offers, and optional retirement accounts.

We are an Equal Opportunity Employer. All applicants will receive consideration for employment without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity, gender expression, genetic information, or military or Veteran status, or any other characteristic protected by law.

The application window for this position is expected to close on June 24, 2026.