Records Associate

This TEMPORARY position starts in August, expected to last for forty-five (45) days. Exact time duration is TBD. Position is located within a legal firm. The Records Clerk works under the direct supervision of the Records Supervisor/Manager and assists in processing file requests from Secretaries, Paralegals, File Clerks, and Attorneys. Quality checks the classification of files created by firm Secretaries and/or Paralegals and label boxes for offsite or internal storage. Updates Elite 3E file locations to integrate off-site or firm-approved storage areas (file cabinets, shelves, and workrooms). The Records Clerk is responsible for maintaining records in Elite 3E Records Manager software to ensure records accurately reflect information for current location, storage, and/or retrieval. The Records Clerk is also responsible for collecting material designated for shredding and making such material available to vendors for scheduled pickup for multiple offices.

Duties:

• Maintain and organize physical and digital files to ensure easy retrieval of information.
• Utilize computer systems to input, update, and manage records efficiently.
• Provide excellent customer service at the front desk, assisting visitors and answering inquiries.
• Support customer needs through effective communication and problem-solving.
• Operate phone systems to manage incoming calls and direct them appropriately.
• Collaborate with team members on office management tasks to enhance workflow.
• Assist in clerical duties such as data entry, filing, and document preparation.
• Ensure compliance with organizational policies regarding record keeping.

Experience:

• Previous experience in a clerical or administrative role is preferred but not mandatory.
• Familiarity with Google Workspace applications is highly desirable.
• Strong organizational skills and attention to detail are essential for success in this position.

Other Duties:

• Proficiency in using office equipment and phone systems is beneficial. Shift and move files identified by firm users, the director of records, records clerks, or records supervisors to reorganize department storage rooms/filing areas and make room for new files for current or new client matters.
• Matter and client closures: Identify no longer active files that are ready to process for storage and/or destruction, according to the firm's retention policy.
• File Transfers: When instructed by the Transfer Coordinator for departing attorneys, incoming attorneys, new counsel, or files going straight to the client, the assigned Records Clerk collects the identified files and submits them for review by the Supervising Attorney. We pick them up and ship them to the prescribed recipient upon approval.
• Assist with training when requested.
• Monitor Records supplies and restock as necessary (labels, boxes, etc.).
• Other duties and projects as assigned.

Schedule: Mon thru Fri 9am - 6pm (1 hour unpaid lunch)