Records Clerk

gtlaw; Chicago (IL); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Discretionary bonus

Short term disability

Long term disability

Dental insurance

Vision care

Life insurance

Job summary

Greenberg Traurig is seeking a Records Clerk for our Chicago office to maintain client records for on-site and off-site storage with meticulous attention to detail. The role requires independence, reliability, and the ability to work in a fast-paced environment.

The incumbent will perform labeling, indexing, audits, and support for office moves while ensuring confidential information is handled securely and in compliance with firm policies.

Qualifications

• Strong attention to detail and organizational skills.
• Excellent written and verbal communication and professional demeanor.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Maintains client records for on-site and off-site storage.
• Indexes materials into RMS database and tracks locations.
• Performs onsite and offsite audits and assists with office moves.
• Coordinates pickups/deliveries from offsite storage vendors.
• Labels and audits files under confidential information controls.
• Generates ad hoc reports from the Records Management system.
• Performs other general administrative duties as assigned.

Skills

Attention to detail

Communication skills

Time management

Team collaboration

Education

High school diploma

Tools

Windows-based software

FileTrail/LegalKEY

Job description

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Information Governance Team as a Records Clerk located in our Chicago office.

We are seeking a professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role will be based in our Chicago office, on an in-office basis. This role reports to the Records Manager.

Position Summary

The Records clerk is responsible for performing general records tasks including maintaining client records for both on-site and off-site storage. The individual must have the ability to work in an organized, efficient manner with strong attention to detail, while working independently with minimal supervision. The individual should also be flexible to work overtime as needed. The Records Clerk is required to work on-site full time (five days per week).

Key Responsibilities

• Completes core Records services including:
• Label review, validation, printing, and provision
• Indexing material into RMS database
• Location tracking
• Onsite and offsite collection audits
• Processing collections for transfers for departing attorneys and clients
• Coordinate pickups and deliveries from offsite storage vendors
• Labeling and auditing of files under Ethical Wall or Legal Hold
• Locates and retrieves files in response to requests from authorized users.
• Generates ad hoc reports from the Records Management database.
• Assists with office moves and movement of files.
• Performs other general administrative duties as assigned.
• Monitors and audits access to physical and electronic confidential information.

Qualifications

Skills & Competencies

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively.
• Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation.
• Strong problem-solving skills, takes initiative and uses good judgment, and has excellent follow-up skills.
• Ability to work under pressure to meet strict deadlines, adapt to a fast-paced environment to achieve business goals and objectives.
• Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented.
• Recognize confidential, sensitive, and proprietary information and maintain confidentiality.
• Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team.

Education & Prior Experience

High school diploma: college degree is a plus.

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook.
• Experience with Records Management Systems such as FileTrail or LegalKEY is a plus.
• Excellent computer skills and the ability to learn new software applications quickly.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Physical Requirements

While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments. This position may also be sedentary and require the employee to sit for extended periods of time. Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment. Requires physical mobility, including the ability to move frequently as needed for mail and supplies delivery or other similar tasks, ability to bend, lift, push, pull required; ability of handling heavy objects (40 lbs or less) and overhead reaching, as well as walk and stand for long periods of time.

Compensation

The expected pay range for this position is: $22.87 - $26.04 per hour. Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, H