[Hiring] E-File Lead @ABC Legal Services

Role Description

The E-File Lead role at ABC Legal serves as the entry level management position, guiding a team of 10 to 15 E-File Specialists. The E-File Lead reports to one of the E-File Supervisors and is responsible for ensuring their team members understand and meet their objectives. This role manages day-to-day operations, employee timecards and scheduling, delivers feedback and performance evaluations, trains team members, and serves as the point of contact between staff and higher management. Leads recommend disciplinary action when necessary. The Lead also maintains hands-on, working knowledge of the workflows and states assigned to their team. The primary function of this role is acting as a problem solver and guide to their team.

Success in this role means mastering team assignments and demonstrating a solid understanding of performance evaluation, including output, accuracy, and time gap review. This role works alongside the E-File Supervisors, who report to the E-File Senior Manager and shares quality control and new hire onboarding responsibilities on a defined rotation. This position is remote.

Key Responsibilities

• Team Leadership and Supervision
  • Work with direct reports on goal setting and progress
  • Contribute to a positive, collaborative team culture through consistent, respectful, and constructive communication
• Daily Operations and Work Assignment
  • Own work assignment, daily team goals, and the daily team huddle
  • Send start-of-day and mid-day pulses to sub-teams so each specialist knows the oldest work and stays focused on completing it
  • Pivot direct reports to other sub-teams when needed, and train individuals who are pivoted
  • Track daily team metrics in a spreadsheet and maintain its functionality
  • Identify performance trends early and bring lower-performing team members up to standard
• Training, Documentation, and Quality
  • Design and conduct training sessions to ensure proficiency in E-File processes
  • Train and onboard new E-File Specialists, taking over after the Operations Quality Lead completes introductory training
  • Share new information with the team and train members on new and updated workflows
  • Develop educational materials and documentation to support ongoing learning and knowledge transfer
  • Maintain team documentation in Confluence, keeping procedures current as systems, client requirements, and workflows change
  • Serve as a resource for specialists on complex or unfamiliar case types
• Escalations and Workflow Continuity
  • Resolve escalated items from the E-File team promptly and effectively, and escalate to leadership when needed
  • Proactively identify stalled or impeded E-File processes through regular audits and performance assessments
  • Implement strategies to address bottlenecks and keep workflows moving smoothly
  • Collaborate with internal and cross-functional teams to troubleshoot disruptions and prevent recurring escalations
  • Develop contingency plans to limit interruptions to operations
  • Escalate recurring issues to leadership with recommended solutions, submitting and tracking JIRA tickets as needed
• Scalability and Continuous Improvement
  • Work closely with E-File Supervisors to address scalability challenges as volume increases
  • Implement strategies to handle higher workloads while maintaining quality and efficiency standards
  • Focus on cross-training in areas where instafile/fast-track workflows are not implemented or possible
  • Continuously review workflows to find inefficiencies, recurring errors, and training gaps, and propose practical solutions
  • Look for opportunities to improve or automate processes
  • Support the rollout of new tools, process changes, and system updates by communicating changes and reinforcing adoption
  • Anticipate department needs, surface obstacles early, and bring forward ideas that strengthen consistency and performance

Qualifications

• Strong problem-solving, organizational, and communication skills
• Ability to lead and motivate teams in a fast-paced environment
• Minimum 1 year in a leadership role preferred
• Detail-oriented and a quick learner
• Advanced knowledge of Skye, particularly related to E-File
• Experience with Microsoft Office and basic proficiency with its tools
• Intermediate Excel proficiency, including formulas and maintaining tracking workbooks
• Working knowledge of Confluence for maintaining team documentation
• Working knowledge of Metabase for pulling and reviewing team performance data
• Typing speed of at least 50 to 60 wpm
• A dedicated remote workspace with reliable internet of at least 100 Mbps
• In areas prone to power or internet interruptions, a backup power source or a reliable alternate work location to maintain consistent attendance

Benefits

• Health, Dental, Vision insurance
• 401(k) with company matching
• Paid time off
• 7 Paid company holidays
• 4 Floating holidays per year
• Life Insurance and AD&D Insurance
• Long Term Disability
• Health Care Reimbursement Flexible Spending Account
• Dependent Care Flexible Spending Account
• EAP (Employee Assistance Program)
• Pet Insurance

Starting Pay

$43,200 - $53,000 per year, based on location