Records/Office Services Clerk

Job Title

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.

Atkinson, Andelson, Loya, Ruud & Romo