Records/Office Services Clerk

Job Description

Job Description

Job Description

Records duties:

• Organize, record, index, and store material and files relating to attorney notes, correspondence, memoranda, pleadings, discovery and other documents

• Open new matters and create new files using RM software (Interwoven)

• Re-shelve files in file areas as needed
• Close files and send files to storage
• Assist secretaries with printing/organizing documents to be filed

Office Services duties:

• Answer and direct phone calls using a multi-line telephone system
• Monitor the office’s doorbell system to answer the door
• Review and respond to emails promptly
• Daily review the office’s calendar to access and prepare for office needs
• Maintain large and small photocopiers daily by stocking paper, monitoring toner levels, and checking for errors
• Track postage meter usage and maintain funds
• Track, stock, and maintain office supplies in two workrooms and each printing station in the office
• Provide general hospitality services (e.g., greeting guests, offering water, making coffee, etc.)
• Escort and direct vendors around the office
• Assist with large printing, organizing, and mailing projects
• Provide support to office manager, attorneys, and legal assistants for routine administrative tasks

Reception Back Up Support duties:

• Retrieve, open, date stamp, and distribute mail; drop outgoing mail
• Arrange for outgoing overnight packages
• Arrange interoffice package deliveries to other AALRR offices
• Ordering food/beverages for office lunches and meetings (and clean up)
• Stocking and cleaning the office’s kitchens
• Retrieve and forward faxes to attorneys and legal assistants
• Conference room preparation for meetings (and clean up)

Qualifications/Requirements:

• High School Diploma
• Stellar attendance and punctuality
• Excellent attention to detail and problem solving skills
• Ability to type 40 wpm
• Ability to multitask
• Ability to categorize and file documents in sequential order
• Ability to type, read, and write to input data into the Records Management software
• Proficiency in use of standard office equipment such as computers and photocopiers
• Must have adequate knowledge of MS Office Suite which includes Word, Excel, and PowerPoint
• Ability to organize and prioritize workflow by maintaining assignments from multiple people while maintaining your daily duties
• Ability to represent the firm in a positive and professional manner
• Interpersonal skills to communicate verbally and by telephone in a professional manner with clients, attorneys, vendors, and staff
• Organized, hardworking, and team player
• Prior knowledge with document management systems

Physical Demands:

• Ability to work in person 40 or more hours a week, reporting to the office each day
• Stand/walk frequently during scheduled shift
• Lift up to 30 lbs
• See well enough to read/compose reports and use computer and other technology
• Hear well enough to communicate with clients, co-workers, and outside vendors
• Have the ability to climb on a step stool, stoop, and kneel occasionally
• Use fine finger manipulation including writing, typing and using the phone system

Work Environment:

While performing the duties of this job, the employee is regularly exposed to normal office working conditions. The noise level in the work environment is usually moderate.