Service of Process Specialist

Job description

Magna Legal Services is a trusted nationwide partner to law firms, corporations, insurance carriers, and government agencies, delivering comprehensive legal support at every stage of a case. From court reporting and record retrieval to jury consulting, investigations, litigation graphics, and language services, we help our clients navigate complex legal challenges with confidence. Our reputation is built on the expertise, dedication, and professionalism of our team, and we’re proud to foster a culture where talented people can do meaningful work and grow their careers. Magna Legal Services is seeking a detail-oriented and dependable Service of Process Specialist based within reasonable driving distance of Albany, New York. This individual will support the coordination and administration of service of process assignments, including communicating with clients and process servers, preparing service-related documents, dispatching assignments, and ensuring each request is completed accurately and in accordance with client requirements. This position will primarily perform remote service of process operational work but will also be responsible for personally completing assignments at the New York Secretary of State’s Albany office. Trips to the office will be based on assignment volume and deadlines and must take place during the Secretary of State’s regular business hours. The ideal candidate is an organized, responsive professional who can manage multiple priorities and large batches of time-sensitive assignments in a fast-paced environment. Success in this role requires prior service of process experience, strong communication skills, careful attention to detail, consistent attendance, and the ability to learn and retain new information. We are looking for someone who can think critically, adapt to changing needs, and work collaboratively to resolve issues and keep assignments moving forward. ### Primary Responsibilities - Communicate with clients and process servers by phone and email regarding assignments, instructions, status updates, and related questions. - Review incoming service requests and supporting documents to confirm that all required information is complete and accurate. - Manage large batches of time-sensitive Secretary of State assignments from preparation through completion. - Prepare Secretary of State submissions, including reviewing service documents, completing required cover sheets, conducting entity searches, and coordinating eChecks and statutory fees. - Travel to and personally complete service assignments at the New York Secretary of State’s Albany office during its regular business hours. The frequency of these trips will depend on assignment volume and applicable deadlines. - Update assignments following service, maintain required documentation, and coordinate any required post-service mailings. - Prepare proofs and affidavits of service, along with other routine legal and service-related documents, using established procedures and templates. - Prepare documents for service, including data entry, scanning, copying, organizing, and uploading files. - Dispatch assignments to process servers based on availability, location, deadlines, and client requirements. - Monitor active assignments, follow up with process servers, and provide timely responses to client status inquiries. - Maintain accurate assignment records and update internal systems throughout the service process. - Review service details, completed documents, proofs, and affidavits for accuracy, consistency, and compliance with client-specific instructions. - Track and manage varying client requirements, deadlines, and service expectations. - Identify missing information or potential issues and escalate them to the appropriate team member when necessary. - Assist with other client-service, administrative, and back-office responsibilities as needed. ### Desired Background - At least two years of relevant professional experience in an attorney service, process serving company, private investigations company, records retrieval company, law firm, or similar legal services environment is required. - Prior service of process experience is required. - Prior experience personally completing service assignments at the New York Secretary of State’s Albany office is preferred, including familiarity with its submission procedures, cover sheets, entity searches, statutory fees, eChecks, and documentation requirements. - Must live within reasonable driving distance of the New York Secretary of State’s Albany office. - Must have reliable transportation and meet Magna Legal Services’ applicable driving and insurance requirements. - Must be available to complete in-person assignments during the Secretary of State’s regular business hours. - Familiarity with legal terminology, court-related documents, and service of process procedures. - Ability to type accurately at a minimum speed of 50 words per minute. - Strong written and verbal communication skills. - Excellent attention to detail and commitment to producing accurate work. - Ability to manage multiple assignments, priorities, and deadlines in a fast-paced environment. - Strong organizational, problem-solving, and follow-up skills. - Ability to learn new systems and procedures quickly, retain information, and adapt to changing business needs. - Dependable work habits and consistent attendance. - Associate’s degree or higher preferred, but not required. **Please note: Candidates without prior service of process experience or the ability to travel to the New York Secretary of State’s Albany office as required will not be considered for this position.**