Records File Clerk

Wood, Smith, Henning & Berman LLP; Aliso Viejo (CA); Hybrid; USD 48,000 - 66,000; Full time

Benefits offered by this job

Competitive pay

Bonuses potential

Medical, dental, vision

Disability, life insurance

Paid time off & holidays

Work-from-home policy

Job summary

Wood, Smith, Henning & Berman LLP is seeking a Records File Clerk to support the Records & Governance department by organizing and tracking both physical and electronic data in line with policy.

You will assist with administrative initiatives, database updates, scanning, archiving, and matter transfers, while ensuring accuracy and timeliness in a fast-paced law firm environment.

Qualifications

• 3-5 years law firm experience (preferred in Records or Information Governance).
• Proficient with MS Office and document management systems.
• Experience handling Electronically Stored Information (ESI).
• Ability to multi-task and prioritize workload.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor; 3 professional references required.

Responsibilities

• Organize, retrieve, and track physical and electronic data per policy and procedures.
• Maintain and update Records Information Management database.
• Process incoming physical records and save electronic data.
• Assist with scanning, archiving, and data disposition tasks.
• Support Records Coordinators on administrative and matter projects.
• Assist with record transfers and external media preparation.

Skills

multi-task

team player

self-starter

attention to detail

reliable

positive attitude

Tools

MS Word

MS Excel

Outlook

iManage

Job description

The Records File Clerk plays a vital role in supporting the Records & Governance department, attorneys, and staff by performing and assisting with essential projects. This position involves organizing, retrieving, and tracking both physical and electronic data in line with Firm and Department policies. The role also includes contributing to administrative initiatives within the Records & Governance department, ensuring the team's overall success.

Position Responsibilities

• Responsible for records management, file organization, retrieving and tracking of physical and electronic data in accordance with policy, procedure and workflow
• Responsible for maintaining and updating Records Information Management database
• Responsible for processing of incoming physical records
• Responsible for downloading and saving of electronic data
• Support Records Coordinators in administrative and matter projects
• Assist with Outgoing and Incoming Matter transfer
• Assist with scanning of physical files
• Assist with preparing external media (and shipping)
• Assist with Records & Governance Department administrative initiatives and projects
• Assist with archiving of electronic data
• Assist with disposition of physical and electronic data
• Assist with overall daily and assigned projects
• Respond to requests for records and information promptly and accurately

Position Requirements

• Minimum of 3-5 years law firm experience (preferred experience in a Records or Information Governance Department)
• Proficient in MS Office (specifically, MS Word, MS Excel & Outlook)
• Proficient with Document Management systems such as iManage
• Proficient with handling of Electronically Stored Information
• Ability to multi-task
• Must be reliable and responsible
• Must be a team player with a positive attitude
• Must be a self-starter who is well organized and can handle multiple tasks with the ability to prioritize work
• Must be flexible and open-minded to different tasks and projects
• Ability to operate standard office equipment such as a computer, photocopier, postage machine, and scanner
• Excellent communication skills, both verbal and written
• Ability to work in fast paced environment while paying close attention to detail
• Professional appearance and demeanor
• 3 professional references are required

Benefits include

• A competitive salary package, including the potential for bonuses
• Insurance including medical, dental, vision, disability, life, and a flexible spending account
• PTO, sick time and paid holidays
• A flexible work from home policy
• Referral program