Job Title: File Support Clerk
Reports to Title: HR Administrator/Operations Manager
FLSA Status: Non-Exempt
GENERAL STATEMENT OF DUTIES:
Maintains the Record Department including records retention, courier duties, mail sorting and stamping, copying, scanning, training and auditing. Records retention includes physically and electronically closing and culling files as necessary, preparing them for storage, maintaining related databases for closed files, abstracts, and other specific documents as necessary; keeping procedures current, and revising as necessary. Perform file coordinator duties. Observes confidentiality in all client and firm matters.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Opens/sorts/scans incoming attorney/staff mail for the main office. Takes unidentified mail to receptionist for identification. Stamps and seals outgoing mail for the main office. Delivers all of the mail for the main office to the post office each day and fills out forms and pays for unique or unusual mail pieces that can only be done at the post office (certain types of foreign mail, insured mail, registered mail, etc.).
- Prepares files for closing by ensuring that AR, WIP, and trust balances are at zero prior to closing files and culling for wills, abstracts, abstract receipts, and other documents that need to be stored or saved separately. Closes all files for the main office physically and electronically by assigning closed file numbers and entering information into firm databases and physically closing out files.
- Physically transfers files to on-site storage on the shelves in the file room or prepares for transfer to off-site storage. Organizes files in the file room to ensure proper and efficient storage in the right order. Performs regular quality checks on closed files. Creates and maintains physical backup records of files being closed.
- Researches problem files (misplaced, missing, previously closed, money balance, etc.) as indicated by a quality check or requested by attorneys or staff and resolves the issues.
- Processes file requests, searches, retrieves, and distributes files from storage as requested by staff and attorneys.
- Per the transportation rotation, deliver and pick up documents, maps, and other items to local courts, government offices, banks, law offices, satellite offices and other locations using own mode of transportation (mostly Broome County). Performs rush deliveries and pickups on top of regular runs, whenever the need arises. Communicate with staff as questions arise on deliveries or new pickup/delivery requests arise while out on deliveries.
- Creates and maintains electronic and physical records of files sent to off-site storage facility, assigns box barcodes and labels boxes and updates throughout the Firm databases. Sorts and files new papers into existing files, as they are submitted by staff, or prepares these additional papers to send to off-site storage facility so they can file them. Re-closes files as they are returned, updated across the databases and either preps them to send back to off-site storage facility or puts back out on shelves in sequential order.
- Prepares closed files older than 10 years or more for review by attorneys to determine if further retention, destruction, re-boxing, etc., is required. Performs file purging and destruction, including checking files for important documents that cannot be destroyed. Re-boxes files that cannot be destroyed, labels, updates across the databases and sends to off-site storage facility.
- Maintains Abstract database; scans and saves all Abstract Receipts; preps Abstracts to send to off-site storage.
- Performs a variety of copying, scanning, binding, and three-hole punching jobs within requested parameters and deadlines.
- Works on medical documents for the Litigation Department, including copying, three-hole punching, highlighting and sorting by date into new binders.
Data Entry File Coordinator
Cross train and perform the File Coordinator responsibilities to assist with running conflict reports for new client/matters. Opens, updates, and issues new client/matter number information; maintains and monitors pending number tracking for daily and monthly reporting; adjusts billing information when required; reopens closed files in systems. Merges new attorney client lists with Coughlin & Gerhart’s.
QUALIFICATIONS, KNOWLEDGE, and SKILLS:
Verbal Skills – Effective communicating to convey information/training.
Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate.
Service Orientation – Actively looking for ways to assist people with processes.
Reading Comprehension – Understanding written sentences and paragraphs in work-related documents.
Social Perceptiveness – Being aware of others’ reactions and understanding why they react as they do.
Critical thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Written Comprehension – Communicating effectively in writing as appropriate for the needs of the audience. The ability to read and comprehend information and ideas presented in writing.
Monitoring – Monitoring/assessing overall process and making recommendations for improvements.
Time Management – Managing the firm’s conflict searching files.
Typing – Being able to type at a pace that eliminates errors but allows adequate time for a response by other staff.
Deductive Reasoning – The ability to apply general rules to specific problems to produce answers that make sense.
Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services.
Clerical – Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Knowledge of Microsoft Office Suite and firm specific software programs including Case Management System.
EDUCATION and/or EXPERIENCE:
High school diploma
AAS degree preferred
CERTIFICATES, LICENCES, REGISTRATIONS:
WORK ENVIRONMENT / PHYSICAL DEMANDS:
The work environment characteristics and physical demands described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position operates in a professional office environment. The noise level in the work environment is usually moderate. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, and scanners. While performing the duties of this job, the employee is regularly required to sit or be sedentary. Daily activities will require the position to routinely walk, stand, use hands and fingers, handle objects or controls, talk and hear, stand, and reach with hands and arms. Specific vision abilities required by this job include close vision. Other duties may require crawling, bending, kneeling, or squatting. The employee must occasionally lift and/or move up to 30 pounds.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for the job. Duties, responsibilities and activities may change at any time with or without notice.