Records Clerk

As a member of the Information Governance Department, the Records Clerk provides high quality records related support. Maintains positive working relationships with clients, attorneys and support staff. Adheres to strict confidentiality, timeliness and accuracy of all related work.

ESSENTIAL FUNCTIONS:

• Maintains and secures records in accordance with established Firm policies and procedures.
• Receives and processes files for central filing and off-site storage.
• Assembles files in client/matter number order and maintains a neat and orderly file room.
• Researches the location of folders and documents upon the request of designated office management.
• Assists in the conversion of incoming lateral client/matter files into the Firm wide records management system.
• Manages the inventory of files in off-site storage and facilitates all transfers by indexing and overseeing the pickup of boxes.
• Handles file retrieval requests via RIM application, phone or e-mail for central file room and off-site storage.
• Maintains records equipment, materials and supplies and informs the IG department of any supply needs or equipment repairs.
• Produce copying and printing, faxing and scanning in accordance with written or verbal request. Schedules outside copy services as needed.
• Assist with maintenance of the general supply levels, restock, and coordinate reordering.
• Assist with the maintenance, organization and cleanliness of shared office spaces, such as copy rooms, file rooms and kitchen areas.
• Assist with office facilities items (suite maintenance, repairs, office moves, etc.).
• Assist with vendor check requests.
• Regularly works with standard file boxes weighing up to 50 pounds.

ADDITIONAL FUNCTIONS:

• Additional information as assigned.

QUALIFICATIONS (Experience, Knowledge, Skills, & Abilities)

• High school diploma or equivalent required.
• Prior experience in law firm records preferred.
• Ability to handle lifting of file boxes weighing up to 50 pounds.
• Prior office clerical experience with photocopying, faxing and scanning.
• Ability to write, read and edit documents.
• Microsoft Office and any RIM software applications, Elite, LegalKey, Interworven, etc., is also helpful.
• Professional appearance and team player.
• Strong communication skills.

Work Environment & Physical Demands:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

PHYSICAL REQUIREMENTS:

• Medium Work:  Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds. Physical Demand requirements are in excess of those for Light Work.
• Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Pulling: Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

VISUAL ACUITY

• Worker is required to have close visual acuity to perform an activity such as:  preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will.  Employees must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation.  If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Equal Opportunity Employer - vets, disability