What are the responsibilities and job description for the Closed Files Administrator position at Hinman Howard & Kattell LLP?
Description
Hinman, Howard & Kattell, LLP is seeking a detail-oriented and highly organized Closed File Administrator to join our law firm. This position is responsible for the retention and storage of closed law firm files, including original estate planning documents. The ideal candidate will ensure compliance with firm policies and legal requirements while maintaining efficient and secure file systems.
Key Responsibilities:
- Manage the intake, organization, and storage of closed client files in both physical and electronic formats
- Maintain accurate records of file locations, retention dates, and destruction schedules
- Coordinate the secure storage and retrieval of files and original estate planning documents (e.g., wills, trusts, powers of attorney)
- Respond to internal and external requests for closed files and original documents in a timely and professional manner
- Ensure compliance with firm policies, ethical obligations, and applicable legal requirements related to file retention and confidentiality
- Coordinate with offsite storage vendors and maintain inventory logs of stored materials
- Assist with file destruction processes in accordance with established retention schedules
- Support attorneys and staff with file-related inquiries and audits
- Identify opportunities to improve file management systems and processes
Qualifications:
- Prior experience in a law firm or professional office setting preferred
- Strong organizational skills with exceptional attention to detail
- Ability to handle confidential information with discretion
- Proficiency in Microsoft Office and document management systems
- Ability to manage multiple tasks and meet deadlines in a fast-paced environment
- Excellent communication and interpersonal skills
- Must be able to lift up to 50 pounds
- Typing proficiency of 50 WPM with 90% accuracy
Work Schedule:
- Full-time position (37.5 hours per week)
- Hourly, non-exempt position
Why Join Us:
Our firm offers a collaborative and professional work environment where administrative staff play a vital role in supporting legal operations. This position provides an opportunity to contribute to the integrity and efficiency of our file management systems while working alongside experienced legal professionals.