Legal Order Processing Specialist

Location: Brooklyn/Cleveland, OH
Work Arrangement: 100% Onsite – 5 Days per Week, No Exceptions

Position Overview

The Legal Order Processing Specialist is responsible for supporting the day-to-day functions of the Judgment Processing Department and providing coverage across legal order processing activities.

This position performs complex account searches in response to federal and state legal orders, identifies and secures funds, prepares accurate and timely responses to courts and attorneys, and ensures compliance with court-ordered instructions. The role also performs quality-control reviews to mitigate monetary and regulatory risk and assists with complex or escalated cases.

The Specialist may provide departmental oversight in the Manager's absence, including distributing work, handling exceptions, and escalating issues appropriately.

Key Responsibilities

Legal Order & Account Processing

• Perform immediate and complex account searches in response to Specialty Order cases using system data to identify account relationships, balances, and other relevant information.
• Review legal documents and determine appropriate actions on a case-by-case basis.
• Identify and place appropriate holds or freezes on accounts in accordance with federal and state statutes and court-mandated instructions.
• Determine the appropriate dollar amount to be secured based on applicable regulations and legal orders.
• Determine allowable disclosures for sealed or restricted cases while maintaining strict confidentiality.
• Process immediate turnover of funds or transfer funds to designated bank holding accounts for future remittance.
• Review complex settlement and court-ordered documents to determine appropriate accounts and amounts for release.
• Contact attorneys or agents when additional documentation is required.
• Ensure funds are appropriately returned to clients or turned over as directed by the court.

Court, Attorney & Legal Documentation

• Prepare formal Answers to Complaints on behalf of Litigation Counsel.
• Ensure proper and timely filing with courts and all appropriate parties.
• Prepare correspondence and disclosures for courts, attorneys, agents, and clients within established deadlines.
• Ensure all case-closing activities are completed according to established procedures.
• Review, log, and identify ownership of incoming legal documents.
• Establish accountability with appropriate lines of business for legal documents requiring action.
• Research and respond to complaints involving the release of funds.
• Work directly with plaintiff and defendant attorneys, legal teams, account officers, and business contacts to identify appropriate case resolutions.

Compliance, Risk & Quality Control

• Serve as a risk-control point by performing detailed quality reviews on large-dollar legal orders.
• Perform quality reviews and certification of data-match files containing confidential customer account information.
• Ensure sensitive information is provided only to the appropriate recipients.
• Process official bank check requests and ensure timely mailing in accordance with garnishments, levies, executions, and other legal orders.
• Maintain working knowledge of applicable federal and state attachment orders and associated financial and compliance risks.
• Apply established procedures accurately within a high-risk, highly regulated environment.

Operational & Administrative Support

• Accurately log legal documents into JPex and enter appropriate case comments.
• Maintain accurate case files for retrieval and record-retention requirements.
• Assist with preparation of records for offsite storage.
• Perform end-of-day APA balancing and imports.
• Identify and correct discrepancies to ensure balanced files are submitted for posting.
• Accurately track and report work volumes and time spent on assigned responsibilities.
• Provide departmental backup coverage as assigned.
• Support new employee training, JPex fax distribution, testing, and special projects.
• Perform high-volume 10-key data entry using a numeric keypad.

Team & Department Support

• Participate in team huddles, staff meetings, and departmental discussions.
• Recommend improvements to departmental procedures and workflows.
• Identify workflow or procedural changes that may be necessary due to legal or compliance requirements.
• In the Manager's absence, distribute daily work assignments, handle exception situations, and escalate information appropriately.

Required Qualifications

• Strong knowledge and experience working with legal documents and customer account information.
• Experience with systems such as Hogan, View Direct, CIS, JPex, or similar banking/account-processing applications.
• Strong understanding of banking products and services.
• Approximately 2 years of experience within a financial institution preferred.
• Experience performing monetary transactions accurately and within required deadlines.
• Knowledge or experience with banking regulations and federal/state laws governing legal orders, including:
  • Garnishments
  • IRS and state levies
  • Restraining notices
  • Orders to withhold
  • Executions and other attachment orders
• Working knowledge of general ledger concepts within a banking environment, including assets, liabilities, revenue, and expenses.
• Experience processing debit and credit entries and understanding appropriate offsets used during balancing.
• Strong attention to detail and ability to accurately apply procedures to legal documentation and financial data.
• Ability to manage multiple cases and assignments simultaneously in a deadline-driven environment.
• Strong written and verbal communication skills.
• Strong reading comprehension and ability to interpret detailed legal documentation.
• Ability to interact professionally with internal and external stakeholders while maintaining confidentiality.
• Ability to adapt to changing priorities, deadlines, and instructions.
• High-volume 10-key/numeric data-entry proficiency.

Technical Skills

• Microsoft Word
• Microsoft Excel
• Email and collaboration applications
• Banking/account-processing systems
• General ledger applications
• Legal order processing systems
• High-volume 10-key data entry