Responsibilities
- Creates labels for physical files;
- Reviews file information sent to the Records Department;
- Accurately prepares closed files for off- site storage;
- Locates active, closed and warehoused files upon request;
- Creates and maintains legal case files upon request;
- Communicates with vendor to retrieve requested files from off-site storage;
- Prepares reports and provides support to end users as needed;
- Maintains log of project requests from Attorneys, Paralegals and Legal Administrative Assistants;
- Handles routine reproduction and scanning projects, and coordinates with other departments for larger projects, if necessary;
- Proofreads and doublechecks all work product to ensure accuracy and completeness of spelling, grammar, and punctuation;
- Handles binder projects including creation of indexes, labels and binders as requested;
- Doublechecks scanning projects to ensure complete and saved correctly;
- Communicate delivery needs with Receptionist, Office Assistants, Attorneys, and staff;
- Coordinate with Receptionist and Office Assistants to ensure all FedEx packages are sent, taking packages to the FedEx drop off if necessary;
- Coordinate mail services including overnight services, checks mailbox at least once daily;
- Sort and route USPS and interoffice deliveries daily;
- Performs Court / Recorder's office runs and USPS runs, as needed;
- Check for hand deliveries throughout the day and delivering to desired destination;
- Responsible for ensuring kitchen is tidy including filling and emptying dishwasher and cleaning out refrigerator as necessary, restocking disposable dishes, coffee creamers, sugars and coffee;
- Replenish coffee in kitchen throughout the day;
- Stocking copiers and printers with copy paper, and change out printer toners;
- Stocking copy room and printer stations with miscellaneous supplies;
- Overtime may be required during periods of high workload, flexibility in daily work schedule is required;
- Adheres to departmental / Firm goals and policies; and
- Other duties as assigned.
Qualifications :
- Records management software experience preferred;
- Extremely detail oriented with excellent oral, organizational, customer service, and communication skills;
- Must have access to reliable transportation. If utilizing own vehicle for Firm business, must have current and continuing proof of auto insurance and valid driver's license;
- Ability to follow direction and work well with others;
- Basic knowledge of MS Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat Reader, and PDF Converter;
- High school diploma or equivalent; and
- Related experience in law firm setting preferred.
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