Office Services Clerk

Description

Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Office Services Clerk is responsible for assisting legal staff with outside deliveries, including court filings, and tasks associated with both onsite and offsite records management. This position is also responsible for technical support of Office Services' applications, video, audio, and cost recovery equipment within the local office, in addition to assisting with firm-wide support in these areas.

Essential Duties and Responsibilities:

• Assist secretaries and paralegals with the timely filing of daily correspondence, pleadings and other documents using standardized procedures. The emphasis will be to handle out of office court filings, trustee's office and register's filings.
• Assist at the front desk/receptionist desk receiving calls, scheduling conference rooms and conference calls as requested.
• Assist with firm-wide support, training, and troubleshooting of various Office Services' applications and equipment, in addition to conference host operator duties.
• Setup and test video/audio equipment in conference rooms. Support desktop video.
• Assist with document retention and destruction policy implementation project.
• For physical records, enter all folder and box descriptions into the records management system, create labels, and ensure accuracy.
• Organize physical files in file cabinets, work rooms and at the offsite storage facility as needed.
• Responsible for processing requests for record retrievals from offsite storage. This includes the pick-up and delivery of files / boxes from the requestor, data entry into the records system, and labeling of all boxes and folders.
• Securely shred documents approved for destruction as requested.
• Provide excellent service to attorneys, management, staff and other professionals.
• Handle other tasks and special projects as assigned by manager.

Requirements

Education and Experience Required:

• A high school diploma or equivalent is required. Some college is preferred.
• One to two years of filing experience, preferably in a law firm, is desirable.
• One to two years prior technical support experience, including audio/video support a plus.

Qualifications and Skills Required:

• Ability to lift 20 - 30 pound boxes routinely.
• Computer literacy, including proficiency in MS Office Suite.
• Ability to accurately type 40 words per minute.
• Attention to detail, proofreading and filing aptitude.
• Professional verbal and written communication skills.
• Ability to meet deadlines and prioritize work in a high volume, service-oriented environment.
• Effective response and follow-up of problems.
• Proven track record in providing excellent customer service.
• Ability to work effectively within a team environment.

Performance Measures:

The Office Services Clerk's performance will be evaluated by the Office Manager and will be based on the following:

• Ability to file accurately and maintain client files with minimal errors.
• Ability to provide technical support and service to staff and attorneys effectively.
• Professional and effective communication, both verbal and written, with management, attorneys, and staff.
• Adherence to schedule, policies, procedures and effective time management.
• Ability to prioritize workload and meet deadlines in a high volume, service-oriented environment.
• Ability to provide excellent customer service and support, respond in a timely manner, and follow-up accordingly.