Legal Records Clerk

Provides operations support within a legal office environment, including high-volume copying, scanning, document imaging, mail processing, shipping and receiving, and legal records management. Handles sensitive and confidential documents while ensuring accuracy, quality, and timely completion of projects.
Responsibilities

• Operate high-volume duplicating, copying, scanning, document imaging, and mail processing equipment.
• Perform copying, binding, finishing, file conversion, file naming, OCR, and document formatting.
• Handle highly sensitive and confidential legal documents while maintaining accuracy and meeting tight deadlines.
• Organize, file, scan, retrieve, purge, archive, and maintain legal records.
• Perform electronic file transfers (FTP) between computers and files for printing and CD/DVD.
• Manage electronic Table of Contents (TOC) requirements and perform OCR to support keyword searches.
• Format files for printing, including Excel files.
• Operate image-handling software, MS Office, email systems, and document management platforms.
• Perform filing duties, including purging and archiving old documents.
• Sort, distribute, and process incoming and outgoing mail, faxes, supplies, and other materials.
• Ship and receive materials, verify packing slips, and prepare shipments using appropriate packing materials.
• Deliver completed jobs to designated customer locations within and outside the site.
• Maintain convenience copiers by conducting daily quality inspections, clearing paper jams, and reporting equipment issues to technicians.
• Respond to and coordinate customer service calls and equipment maintenance requests.
• Maintain daily meter and service logs, inventory records, management reports, and billing logs.
• Calculate charges for completed jobs as required.
• Distribute office supplies, fax transmissions, and mail to company personnel and designated drop-off points.
• Maintain clean, organized, and well-stocked copier areas.
• Operate finishing equipment, including shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales.
• Use copier equipment, calculators, fax machines, postage meters, and computers to complete assigned tasks.
• Coordinate projects to be completed offsite through designated service providers.
• Answer customer questions regarding job status and feasibility.
• Provide professional support to legal secretaries, project managers, paralegals, associates, and partners.
• Complete accurate, high-quality projects under tight deadlines and pressure.
• Perform other duties as assigned.

• 3–5 years of experience in a Legal Records/File Room, preferably at a law firm.
• Minimum of 1 year of experience in the legal industry strongly preferred.
• High school diploma, GED, or equivalent work experience.
• Knowledge of legal records management, compliance, and confidentiality.
• Experience organizing, filing, scanning, retrieving, and maintaining legal documents.
• Knowledge of digital document management systems; iManage and Iron Mountain Accutrac experience is a plus.
• Proficiency in MS Office, email systems, and basic computer applications.
• Technical aptitude with printers, copiers, scanners, postage machines, and other office equipment.
• Ability to use hardware and software for cost recovery, document management, and advanced workflow processes.
• Knowledge of shipping and receiving procedures, including checking packing slips and selecting appropriate packing materials.
• Basic electronics knowledge preferred.
• Strong customer service, communication, organizational, and problem-solving skills.
• Ability to troubleshoot equipment and resolve issues independently.
• Ability to read and understand technical manuals, parts books, and written instructions.
• Ability to comprehend and follow mail delivery instructions.
• Ability to work independently, adapt to changing priorities, and complete projects efficiently.
• Ability to maintain accuracy, confidentiality, and professionalism in a fast-paced legal environment.
• Ability to frequently lift and bend and lift file boxes weighing up to 40 lbs.
• Must complete required legal training within 90 days of hire and maintain any additional training requirements.
• No driving required.
• Business casual dress code.
• Parking is not free; a monthly allowance is provided for parking or public transportation.