Overview:
As part of a team, the Office/File Clerk will provide clerical and administrative support for smooth office operations, occasionally use a multi-line phone system, and interface with all levels of attorneys, staff, vendors, and others.
Duties and Responsibilities:
The Office/File Clerk will be responsible for daily behind-the-scenes operations, support legal assistants, assist with document assembly and electronic filing.
General Administrative Duties:
Manages all incoming and outgoing UPS, FedEx, USPS, and messenger items.
Responsible for daily scanning and delivery of mail.
Assists paralegals and legal assistants with copying, compiling and organizing documents.
Files electronic documents.
Orders office supplies and manages inventory.
Maintains appearance and cleanliness of communal areas such as conference rooms, break areas, kitchen, and lobby.
Opening and closing duties include the lobby, kitchen, break, and copy rooms.
Runs various errands, including daily mail drop at the post office.
Manages building maintenance coordination and scheduling.
Assists with and provides support to office events.
Coordinates shredding and document destruction with external vendors.
Client File Duties:
Creates folders on Outlook for email filing.
Files emails and notes into electronic client folders.
Updates pleading indexes.
Prepares client files (electronic and paper) when sending files outside of firm.
Shredding Service point of contact.
Manages court messenger service.
Court runs if no messenger service is available.
Closes client files.
Updates client list when client teams change.
Updates client database when requested.
Helps save firmwide information to the drive as requested.
Office Services Duties:
Assists firm members in the file room.
Organizes daily court runs with messenger service.
Print, scan and assemble work, including binders, as requested.
Coordinates office lunches: orders food, prepares conference rooms, and cleans conference rooms.
Maintains office equipment in File Room.
Oversees copier machines.
Maintains office and kitchen supplies.
Provides general office maintenance including conference rooms and offices.
Moves items to and from the basement.
Manages inventories.
Assists with updating library books.
Assists with Conference Room Technology.
Coordinates with Receptionist on special administrative projects.
Reception:
Provides occasional reception overflow assistance and coverage.
Qualifications:
Experience using a multi-line phone system preferred.
Exposure or experience in a professional services or legal environment.
Legal filing skills.
Proven proficiency in the MS Suite of applications.
Ability to work overtime as required, sometimes on short notice.
Good spoken and written English.
Ability to sit at a desk for prolonged periods and lift to 25lbs on a regular basis.