Legal Records Clerk

New York, NY

Reports to: Firm Administrator

M-F, 9:00 am-5:00 pm

This position is based in the firm’s NYC office. As part of the Office Services team, this person will have responsibilities in legal records management.  Work hours are 9:00 am-5:00 pm.

Legal Records Responsibilities

• Manage records retention and disposition in compliance with firm policy, legal and regulatory requirements, and business needs.
• Work closely with third-party storage provider to maintain off-site storage databases as instructed and schedule required storage and shredding services when needed.
• Update and maintain accurate logs to provide status information; generate system reports.
• Locate and retrieve requested files as well as prepare legal document indices, file folders and labels.
• Monitor workstations, war rooms, and other decentralized file storage areas.
• Work directly with lawyers, legal assistants and paralegals to provide records management services, which includes delivery and pick-up of files and boxes, creating and organizing folders, general filing, court documents, indexing, shredding and preparing materials for off-site storage.
• Maintain and secure records in accordance with established policies and procedures.
• Gather confidential destruction documents for pick-up by outsourced provider.
• Assist exiting attorneys with coordination of files and with lateral hires for incoming files.
• Review vendor invoices for accuracy. Understand provisions detailed in management agreements and other substantive agreements.
• Subject Matter Expert for the office and for NJ HQ.
• Other duties and projects as assigned.

 Knowledge, Skills, Abilities & Education

• 1-2 years’ experience in a legal environment. Legal Records experience preferred, including comprehension of records categorization, working knowledge of legal documents.
• Associate Degree or equivalent work experience.
• Customer-service orientation, team-player, pro-active, positive, and effective oral communication skills. Must be able to multi-task, work well in an evolving records department and open to change in workflow as needed.
• Excellent follow-through a must as well as the ability to work independently and resourcefully.
• Intermediate Office skills and proficiency with office equipment.
• Required to lift heavy boxes (30-50 lbs.).
• Strong computer skills (Data Entry utilizing excel or Records Management program)
• Familiar with legal documents, discovery and pleadings.
• Strong organizational skills and attention to detail with emphasis on accuracy and quality.