Legal Operations Administrator

Legal Operations Administrator

Job ID : 250983

Location : DC - L'Enfant Plaza

Full / Part Time : Full-Time

Posting Open-Close

11 / 03 / 2025

11 / 13 / 2025

Union

NRP

Regular / Temporary :

Regular

Job Description

We are seeking a Legal Operations Administrator who brings both structure and strategy to the legal space. The ideal candidate has law firm or in-house counsel experience, understands litigation and docketing workflows, and knows how to keep a legal team running efficiently behind the scenes. If you have experience with case management systems or document management platforms and are detail-driven, proactive, and ready to bridge the gap between legal practice and operational excellence, we would love to hear from you.

MINIMUM QUALIFICATIONS

Minimum Education

• Associate'sdegreeinlegal studies, Business Administration, Public Administration, or a related field.

Minimum Experience

Aminimumofthree(3)yearsofexperienceinlegaloperations,paralegal,orlegal administrative roles, including a minimum of two (2) years of docketing experience.

Priorexperiencesupportingsenior-levelexecutives,attorneys,orleadershipteams.

Experiencehandlingconfidentialandsensitiveinformationwithstrictadherencetocompliance standards.

Minimum Certification / Licensure

Preferred Qualifications

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

SUMMARY

The Legal Operations Administrator oversees and enhances the operational efficiency and technological effectiveness of the Legal Department, ensuring the secure handling of confidential and privileged information. Reporting to the Legal Business Administrator, this role involves managing legal systems, developing streamlined workflows, and supporting data-driven strategic decisions. The Administrator collaborates closely with internal teams, attorneys, external vendors, and leadership to implement best practices, ensure compliance, and optimize departmental processes.

ESSENTIAL FUNCTIONS

Principal Job Duties

Administersandmaintains the department's confidential and privileged legal case management systems (e.g., Law Base), including creating and modifying records, managing critical deadlines, and customizing workflows.

Overseesandmanages e-filinganddocketing processes,exercisingjudgment toensurestrict compliance with court deadlines and internal requirements.

Develops,implements,andcontinuouslyrefines standardoperatingproceduresforlegalcaseand data management systems, ensuring the security of confidential and privileged information.

Leads enhancements to confidential and privileged legal systems and tools, including dashboards,forms,andreportingstructurestomeetevolving businessandcomplianceneeds.

Ensurestheintegrity,confidentiality,andprivilegedstatusofallsystemdataandalignmentwith legal compliance requirements.

ActsastheprimarytechnicalsupportfortheLegalteam,resolvingIT-relatedissuespromptlyand securely, coordinating with IT and Cybersecurity teams as necessary.

Servesaspointofcontact foronboardingofnewlegal teammemberswithequipmentsetup, system credentials, and VPN configuration via ServiceNow and Maximo.

Workswithoutside vendors(e.g.,On-Call billing,subscriptionmanagement)tomodernizemanual tracking

Assess internal workflows across Legal units (Workers¿ Compensation, PARP / Privacy, Subrogation),recommendingandimplementingtech-forwardsolutionstostreamlineoperations securely.

Preparesconfidential,recurring,andadhocreportsprovidingleadershipwithinsights intocase metrics, matter statuses, legal spend, and privileged data management.

CollaborateswithProcurementandFinanceforaccuratetracking andreportingofconfidential legal matters, contracts, and budget metrics.

Coordinates with external vendors and internal stakeholders on confidential legal tech rollouts, migrations,usertraining,andprivilegeddocument managementprojects(e.g.,NetDocuments).

Maintainscomprehensivetraining documentation, standard operating procedure manuals, and support guides ensuring user proficiency.

Managesconfidential,privileged,personallyidentifiableinformation,andHIPAA-protecteddata, ensuring compliance with internal policies, regulatory requirements, industry best practices, and data privacy laws.

Other Duties

Supportsspecialdepartmentalprojectsaimedatimprovingoverall legaloperations.

Fostersstrongcross-functionalcollaborationwithinthelegalteamandacross otherdepartments.

Promotesandadheretosafetystandardsandorganizationalcomplianceinitiatives.

WorkswiththeGeneralCounsel, DeputyGeneralCounsel, andLegalBusiness Administrator on related projects on an as-needed basis.

Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concernsconsistentwithourAgency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.

The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following :

Personal Interview

Skills Assessments

Verification of education and experience

Criminal Background Check

Successful completion of a medical examination including a drug and alcohol screening

Review of a current Motor Vehicle Report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.