Legal Records Clerk

Job Summary

The Legal Records Clerk is responsible for the lifecycle of legal records within multiple Practice Groups. This role will develop a record management process and coordinate outsourcing resources. Ensure that sensitive client documents are meticulously organized, digitized, and securely stored. The Legal Records Clerk supports attorneys, paralegals and legal assistants by maintaining a seamless flow of information between physical files and the practice management system.

Essential Functions

• Prepare and assemble client documents for signing (proofread, date, notary sections, page adjustments).
• Document Digitization: Scan and profile paper files, discovery, and executed documents into the practice management system, ensuring high-quality resolution, logical naming conventions, and correct matter filing.
• Original Document Management: Oversee the secure storage and retrieval of original estate planning documents. Maintain a "chain of custody" log for documents entering or leaving the firm.
• Closing & Archiving: Manage the formal closing of files, including the coordination of storage or shredding in compliance with retention policies; communicate with Intake Coordinator to ensure proper matter closing.
• E-Filing: Preparing and uploading files to the appropriate portals.
• Inter-Office Coordination: Coordinate the transfer of files and supplies between Firm locations.
• Administrative Support: Assist with mailings and perform additional duties as assigned to support the efficient operation of the firm.

Skills & Qualifications

• Strong organizational skills with excellent attention to detail.
• Ability to manage confidential and sensitive information with discretion.
• Ability to prioritize and manage multiple tasks in a deadline-driven environment.
• Ability to work independently while collaborating effectively with attorneys and staff.
• Excellent written and verbal communication skills across multiple platforms.
• Ability to quickly learn firm-specific databases and software, including Perfect Law.
• Proficiency with Microsoft Office Suite and accurate typing skills.

Physical Requirements

• Ability to lift and move standard legal file boxes.
• Frequent sitting, standing, and reaching to manage physical filing systems.

Experience

• Administrative experience, preferably in a legal or professional services environment.
• Strong experience with database/document management systems.

Church Church Hittle Antrim (CCHA) is committed to creating an inclusive environment and is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, national origin, religion, sex, gender, sexual orientation, disability, age, veteran status, or any other protected class under applicable law.