File & Operations Support Specialist

Job Description

Job Description

Description:

Join one of the most innovative, forward-thinking law firms in the country. As a member of the Saxton & Stump team, you’ll be joining a culture of excellence and teamwork, mixed with a strong focus on investing in our team and the community. We understand that the new legal environment requires a different type of approach to all aspects of the business, and we’ve built that into the way we recruit, the way we structure our team, and the way we value customer service.

Saxton & Stump provides solutions for complex legal issues and partners with clients to create a roadmap for their success. We are committed to empowering and supporting clients by delivering five-star service and results-focused advice.

The File Specialist plays a vital role in supporting the day-to-day operations of the firm by managing physical and electronic files, mail processing, document handling, and general administrative support. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The File Specialist will also provide front desk coverage, facilities support, and travel between firm offices as needed to maintain consistent filing and mail procedures.

Essential Duties and Responsibilities

File Management & Records

• Catalog, organize, and file documents in physical client files
• Retrieve files and documents upon request from attorneys, paralegals, and staff
• Pick up filing from attorney and paralegal offices
• Thin and close files in accordance with firm retention policies
• Create and assemble binders as requested
• Catalog closed files for offsite storage and prepare files with appropriate labels and inserts
• Coordinate with Iron Mountain for file retrieval and storage
• Maintain and update Iron Mountain logs and upload records to iManage
• Maintain overall organization and cleanliness of the file room

Electronic Document Processing

• Process incoming mail by scanning and uploading documents to iManage
• OCR medical records and other documents
• Bates number medical records
• Convert radiology CDs to ZIP files and upload to iManage
• Copy CDs and flash drives as needed
• Print and assemble document projects as requested

Mail, Shipping & Courier Services

• Process incoming mail by scanning, delivering to appropriate recipients and uploading documents to iManage as needed
• Manage daily mail procedures and ensure adherence to firm standards
• Check for outgoing mail twice daily on multiple floors
• Delivering outgoing mail to the mailbox daily
• Handle outgoing package shipping and mailing via FedEx, UPS, and USPS
• Perform courthouse and post office runs as needed

Office Operations & Facilities Support

• Perform daily opening and closing procedures
• Open and close shred bins weekly in preparation for Shred pickup weekly
• Support facilities-related requests by submitting tickets and tracking progress to ensure completion
• Communicate all facilities related requests, projects and needs firmwide to the Operations Team
• Liaison to on-site vendors as needed
• Inventory, submit orders for, and distribute office supplies for home office

Administrative & Front Desk Support

• Provide daily desk and reception coverage
• Answer incoming phone calls and route appropriately
• Monitor and respond to emails and internal requests
• Enter billable time into Clio as required

Travel & Multi-Office Support

• Travel to satellite offices to manage filing processes and provide operational support
• Ensure consistency in filing and mail procedures across all firm locations

Qualifications

• High school diploma or equivalent required
• Prior experience in a law firm or professional office environment required
• High energy and genuine enthusiasm for achieving five-star internal and external client service
• Strong organizational and time-management skills
• Ability to work independently and in a team setting
• Ability to handle confidential and sensitive information with discretion
• Ability to manage multiple tasks and prioritize workload effectively
• Proficiency with office equipment and document management systems (iManage, scanners, copiers)
• Ability to communicate effectively with Attorneys, Paralegals, Administrative Support Staff and Management as needed
• Basic computer skills, including Microsoft Office; familiarity with Clio is a plus
• Ability to lift and move files and boxes as required
• Must be a team player with a friendly and welcoming attitude, with a spirit to serve

Key Competencies

• Organization and Planning
• Initiative and Ownership
• Vendor Coordination
• Customer Service
• Problem Solving
• Time Management
• Communication
• Adaptability
• Attention to Detail
• Collaboration

  Physical & Other Requirements

• Prolonged periods of sitting or standing, depending on the nature of the role, and working on a computer or phone system. 
• Frequent use of hands and fingers for typing, filing, handling paperwork, and operating standard office equipment (e.g., copiers, scanners, multi-line phones). 
• Ability to communicate effectively, including speaking clearly and hearing adequately in person and via phone. 
• Regular movement throughout the office, including walking, bending, reaching, and retrieving files or supplies. 
• Ability to lift and carry office materials, files, or packages up to approximately 15-20 pounds on an occasional basis. 
• Ability to maintain focus and organization while managing routine tasks, interruptions, and multiple priorities.
• Ability to travel between firm offices as needed
• Ability to perform repetitive filing, scanning, and data entry tasks
• This position may be required to assist with additional administrative, operational, or facilities-related duties as assigned to support the needs of the firm.

Saxton & Stump offers a competitive salary, as well as a comprehensive benefits package, including medical, dental, and vision insurance (which start day one of employment), a 401k plan, and the opportunity for professional growth.