Records Clerk

Davies Ward Phillips & Vineberg LLP; Toronto; On-site; CAD 45,000 - 50,000; Full time

Job summary

Davies Ward Phillips & Vineberg LLP in Toronto is seeking a Records Clerk to join the Records team. The role involves organizing, storing, and retrieving physical documents on-site and off-site, with a 9:00 a.m.–5:00 p.m. schedule, Monday to Friday.

Ideal candidates are detail-oriented, organized, and possess excellent communication skills. This is an in-office position with opportunities to support various projects through the Supervisor, Records.

Qualifications

• One to two years of administration experience would be considered an asset.
• Data entry experience is preferred.
• Excellent interpersonal skills, including strong verbal and written communication.

Responsibilities

• Maintain confidentiality on all firm records
• Open new client files and maintain up-to-date logs, including information about file changes and access
• File client materials in accordance with Records department standards
• Retrieve files from both on-site and off-site locations
• Close files as part of the off-site storage process
• Shift and reorganize file collection when space is required
• Respond to internal inquiries/requests received by email and telephone
• Track and document location of files
• Process record books/closing books into the filing system
• Assist with file requests from legal assistants, law clerks, law students and lawyers
• Moderate lifting of boxes and files on a regular basis
• Scan and upload files to create digital copies of physical records
• Assist with various projects and duties as assigned by the Supervisor, Records

Skills

Data entry

Administration experience

Detail-oriented

Time management

Communication skills

Tools

MS Office Suite

Aderant

Job description

Davies is a top-tier Canadian law firm focused on high-stakes matters. With offices in Montréal, Toronto and New York, we are consistently at the centre of the most challenging deals and cases in Canada and abroad.

A position at Davies is more than just a job. When you join the firm, you will be welcomed by a team that places as much emphasis on supporting its people as it does on serving its prestigious clients. As such, we have created a collaborative environment where team members of all backgrounds feel appreciated and are encouraged to share their ideas while working alongside some of the brightest legal and business professionals who are eager to share their knowledge and experience.

About the Position

We are looking for a Records Clerk to join the Records team in our Toronto office. Reporting to the Supervisor, Records, this individual will be part of a collaborative and supportive team which organizes, manages and stores physical documents both onsite and off-site and is the gateway for document retrieval.

We are looking for a team player who is highly detail-oriented, organized and possesses excellent communication skills. This position is in-office from Monday to Friday from 9:00 a.m. to 5:00 p.m.

This is an existing vacancy.

Primary Responsibilities

• Maintain confidentiality on all firm records
• Open new client files and maintain up-to-date logs, including information about file changes and access
• File client materials in accordance with Records department standards
• Retrieve files from both on-site and off-site locations
• Close files as part of the off-site storage process
• Shift and reorganize file collection when space is required
• Respond to internal inquiries/requests received by email and telephone
• Track and document location of files
• Process record books/closing books into the filing system
• Assist with file requests from legal assistants, law clerks, law students and lawyers
• Moderate lifting of boxes and files on a regular basis
• Scan and upload files to create digital copies of physical records
• Assist with various projects and duties as assigned by the Supervisor, Records

Qualifications

• One to two years of administration experience would be considered an asset
• Data entry experience is preferred
• Proficient with MS Office Suite (Excel, Outlook, Word, Adobe), with technical skills to learn new software and programs
• Experience with Aderant software would be considered an asset
• Detail-oriented and understands the importance of accuracy
• Self-directed with strong organizational and time management skills
• Excellent interpersonal skills, including strong verbal and written communication
• A team player who also works well independently
• Excellent prioritization skills and ability to handle multiple tasks efficiently
• Capable of handling confidential information while using good judgment

Salary Range

The expected starting salary range for this role is $45,000–$50,000. The final offer will be determined based on the successful candidate's experience and qualifications.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Davies may utilize artificial intelligence (AI) as part of our application screening process, including in reviewing applications to help identify candidates whose skills and experience align with the requirements of the role.

Davies is committed to providing a diverse, inclusive and accessible workplace for candidates and firm members with disabilities. Please let us know of any accommodations you may require at any time during the recruitment process.