Job Description

The Paralegal - Deposition Officer plays a critical role in supporting legal operations by managing the collection, organization, and processing of medical records and other legal documents. This includes coordinating with custodians, legal teams, and third-party vendors to ensure timely and compliant record retrieval. While deposition support is part of the role, the primary focus is on document management and subpoena fulfillment. This position requires strong organizational skills, legal acumen, and the ability to handle sensitive documentation with precision and confidentiality in a fast-paced environment.

Key Responsibilities

• Manage and track subpoena-based document retrieval requests across civil, federal and workers comp matters.
• Review, organize, and maintain legal documents, including subpoenas, authorizations, and deposition notices.
• Coordinate with custodians, healthcare providers, and legal teams to ensure timely and compliant delivery of records.
• Monitor due dates and escalate delays by issuing demand notices or follow-up communications.
• Support deposition scheduling and logistics when required, including preparing notices and attending proceedings.
• Ensure all documentation is properly logged and tracked in internal systems (e.g., Phoenix or other case management platforms).
• Verify and notarize documents as needed, maintaining compliance with state and federal regulations.
• Assist with legal training and process documentation to improve operational efficiency and compliance.
• Collaborate with internal teams and external vendors to resolve issues related to incomplete or delayed records.

• Associate's or Bachelor's degree in Paralegal Studies, Legal Studies, or a related field.
• Minimum 3 years of experience in a legal or paralegal role, with a focus on document and record management.
• CA Notary Public certification required.
• Registered Professional Photocopier and/or Deposition Officer certification preferred.
• Familiarity with subpoena processing, HIPAA compliance, and medical record retrieval workflows.
• Strong written and verbal communication skills.
• Proficiency in legal software and document management systems.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• High attention to detail and commitment to confidentiality.

• Prior experience working with insurance defense, medical malpractice, personal injury, or workers' compensation cases.
• Familiarity with record retrieval software or document management systems.

* This role may require frequent local travel across California.
* Must be comfortable visiting hospitals, clinics, law offices, and government agencies.

• Be part of a dynamic and growing Record Retrieval team that plays a critical role in litigation and claims processes.
• Competitive compensation ($3k Joining Bonus) and mileage reimbursement.
• Supportive and collaborative work environment with cross-functional teams.
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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