File Clerk

2 months ago

Atlanta, United States Ogletree Deakins Full time

Position Summary:

Our Atlanta office has the opportunity for a File Clerk to join the firm's expanding practice. On a day to day basis, the File Clerk performs a variety of indexing and filing duties to maintain and ensure the integrity of the Firms centralized and archived client/matter and business records. Ensures that files are easily accessible to legal and non-legal staff members by classifying, indexing, filing and maintaining records in the central filing operation; retrieving and transporting files from archives as requested and preparing records for archiving according to department policies, procedures and quality standards.

Essential Functions:
  • Sorts incoming records by identifying, indexing and filing documents under their respective client and matter numbers according to department policy and procedure guidelines and within established timeframe and quality standards.
  • Creates new files as necessary using the Firms records management database; interfiles records in appropriate location on file room shelves.
  • Processes electronic, phone or in-person file requests; locates and retrieves files and ensures files are current and accurate before forwarding to requestor; routes or delivers files as requested; contacts offsite storage facility for requested records maintained offsite.
  • Researches records information including missing files, unmarked files, misfiled documents, unclear file labels or file numbers, and inaccurate database entries; assists secretaries and others with central filing procedural advice as necessary; assists with ad hoc how to training of the records management database to secretaries and legal staff members as necessary.
  • Routinely processes closed files for storage maintained in assigned filing area; generates report of closed files from records management database; selects identified records and boxes files for offsite storage; updates records management database to indicate new offsite location of files.
  • Complies with risk management procedures regarding restricted file labeling (Ethical Wall Memos).
  • Regularly maintains the space management, physical condition and integrity of assigned filing areas.
  • Assumes responsibility for maintaining the highest level of confidentiality of all firm records and files.
  • Maintains knowledge of trends, developments and new technologies impacting the department.
  • Participates in departmental project teams and task forces designed to streamline workflow and/or resolve issues; assists with various firm and/or departmental projects and initiatives as assigned.
  • Assumes additional responsibilities as requested.
Requirements:
  • High school diploma required, some college preferred
  • Excellent records/filing skills
  • Good keyboarding skills; ability to type 45 wpm
  • Knowledge of legal terminology, legal documents and legal processes.
  • Basic personal computer skills and ability to understand and use firm software including email, Microsoft Word applications, word processing, spreadsheet, database, and records management and time and attendance software programs
  • Excellent organizational skills
  • Excellent communication skills, written and verbal.
  • Superior understanding of correct grammar, spelling and punctuation.
  • Excellent attention to detail
  • Strong proofreading skills.
  • Time management skills and ability to work independently as well as with a team
  • Regular predictable attendance
  • Ability to work well under pressure, a professional demeanor, excellent judgment, superior communication skills, written and verbal communication, and strong client service skills are crucial in this team oriented environment.
  • Flexibility to work additional hours, as necessary.
  • Strong analytical and problem solving skills, ability to organize and prioritize multiple assignments, use initiative and judgment to accomplish results, work under pressure and complete job assignments in an accurate and timely manner.
  • Perform other duties as assigned.


Firm Overview:

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firms Client Pledge, is one of the firms top priorities and a cornerstone of its core values. Best Law Firms has named Ogletree Deakins a Law Firm of the Year for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its Law Firm of the Year in the Employment Law - Management category. Ogletree Deakins has more than 950 attorneys located in 56 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.

Equal Opportunity Employer.

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