Records Clerk

Cozen O'Connor; Philadelphia (Philadelphia County); On-site; USD 35,000 - 45,000; Full time

Job summary

Cozen O'Connor is seeking a detail-oriented Records Clerk in Philadelphia to support the firm’s records management function. You will maintain and organize physical client matter records, create and file documents, and process records requests ensuring accuracy and compliance.

The role requires a high school diploma and preferred experience in a law firm or professional services environment, with strong Microsoft Office and iManage skills.

Qualifications

• High school diploma or equivalent required.
• Prior legal records or records management experience preferred.
• Experience in a law firm or professional services environment is a plus.
• Proficient with Microsoft Office applications (Outlook, Word, Excel).
• Experience with iManage or other records management systems preferred.

Responsibilities

• Maintain, organize, and update physical records in accordance with firm policies and procedures.
• Create, index, track, and file documents in records management systems and databases.
• Process new records requests, file updates, and retrieval requests accurately and timely.
• Assist with transfer of closed files for offsite storage and retention.
• Coordinate retrieval/return of files from offsite storage vendors.
• Reorganize file rooms to maximize storage and access.
• Perform data entry and quality control of records information.
• Assist users with records systems, including IRM, and respond to inquiries.
• Conduct routine audits to ensure accuracy and compliance.
• Support special projects and other initiatives as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Team collaboration

Multitasking

Education

High school diploma

Tools

iManage Records Manager

Microsoft Office

Job description

Cozen O'Connor is seeking a detail-oriented Records Clerk to support the firm's records management function in its Philadelphia office. This position is responsible for maintaining the accuracy, organization, retention, and retrieval of physical client matter records. The Records Clerk plays a key role in ensuring compliance with firm records management policies while providing excellent service to attorneys, legal professionals, and administrative staff.

• Maintain, organize, and update physical records in accordance with firm policies and records management procedures.
• Create, index, track, and file documents within the firm's records management systems and databases.
• Process new records requests, file updates, and records retrieval requests in a timely and accurate manner.
• Assist with the preparation, organization, and transfer of closed files for offsite storage and records retention.
• Coordinate the retrieval and return of files from offsite storage vendors.
• Reorganize and maintain file rooms to maximize storage capacity and ensure efficient record access.
• Perform detailed data entry and quality control of records information, including file indexing and inventory management.
• Respond to inquiries regarding records management processes and provide support to users of the firm's records systems, including iManage Records Manager (IRM).
• Conduct routine audits of physical records to ensure accuracy, completeness, and compliance with established procedures.
• Assist with special projects and other records management initiatives as assigned.

• High school diploma or equivalent required.
• Prior legal records, records management, administrative, or related experience preferred.
• Experience in a law firm or professional services environment is a plus.
• Working knowledge of Microsoft Office applications, including Outlook, Word, and Excel.
• Experience with records management systems, document management systems, or iManage is preferred.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills, with a commitment to providing excellent customer service.
• Ability to work independently and collaboratively within a team environment.
• Ability to lift, move, and transport boxes and files weighing up to 25 pounds on a regular basis.
• Flexibility to work overtime when business needs require.

The salary range for this role is $35,000 - $45,000 and represents the Firm's good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate's relevant experience, qualifications and location.

Known for its commitment to action and tangible results, Cozen O'Connor has rapidly grown to become one of North America's fastest-growing law firms. Offering full-service expertise in litigation, business law, and government relations, the firm serves a diverse clientele, including global Fortune 500 companies, growing middle-market firms, startups, and high-profile individuals. Established in 1970, Cozen O’Connor has more than 1,000 attorneys who help clients manage risk and make better business decisions. The firm counsels clients on their most sophisticated legal matters in all areas of the law, including litigation, corporate, and regulatory law. Representing a broad array of leading global corporations and middle market companies, Cozen O’Connor services its clients’ needs through 35 offices across two continents. The firm is consistently ranked among the top 100 law firms in America and has received recognition from prestigious legal and business organizations such as Chambers & Partners, The American Lawyer, The Legal 500, and Best Lawyers. Cozen O'Connor is dedicated to excellence and strives to achieve the right results for its clients, no matter how complex or critical the legal challenges may be.

Cozen O’Connor is committed to fostering greater inclusion in the legal profession. We understand the organizational effectiveness that comes from welcoming and valuing differences within the firm, and we know that assembling a team with a breadth of perspectives and experience is necessary to provide the highest quality legal service.

Cozen O'Connor actively welcomes applicants who have previously left the workforce and are looking to return to their careers. Gaps in experience are not penalized.

Cozen O’Connor is an Equal Opportunity Employer, including disabled and veterans.