Legal Records Clerk

JOB SUMMARY

Under general supervision and following a documented schedule, the Legal Records Clerk performs a variety of records related support services including maintenance, filing, retention, destruction, and retrieval. This position operates a Company vehicle to pick up and deliver records.

• Scan or read incoming materials to determine how and where they should be classified
• Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
• Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
• Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Answer questions about records or files.
• Keep records of materials filed or removed using computers and generate computerized reports.
• Add new material to file records.
• Create new records as necessary.
• Gather materials to be filed from departments or employees.
• Track materials removed from files to ensure that borrowed files are returned.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
• Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.
• Modify or improve filing systems or implement new filing systems.
• Design forms related to filing systems.
• Examine files for completeness; enter dates of periodic review or judgment or dismissal and maintain a record for destruction.
• Load and unload a Company vehicle ensuring that items are secured.
• Safely operate a Company vehicle and use a hand truck to pick up and deliver Company records and supplies from off-site storage. May require loading, unloading, and pick-up and delivery of materials/items.
• Upon request, retrieve records/boxes from on and off-site storage. Protect records from loss or damage in transportation by adequately securing boxes, to ensure no confidential or privileged information is inadvertently lost, destroyed, or disclosed to any third party.
• Assemble records boxes.
• Print various Company forms and notices and prepare for mailing.
• Review files and prepare, maintain, and follow documented retention procedures.
• Operate a computer and scanner to perform data entry into Company databases and imaging systems
• Answer employee questions on destruction methods, policies, and procedures.
• Perform a variety of administrative work: prepare letters, correspondence, forms, and other documents; retain copies of documents; maintain and update files and databases; generate computer reports; perform word processing.
• Prepare various periodic reports.
• Operate microfilm or other imaging equipment.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

This position has no supervisory responsibilities.

• Strong knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, office procedures and terminology.
• Strong knowledge of filing, records retention systems, financial record keeping systems, and information retrieval systems and ability to perform related tasks.
• Knowledge of safe driving practices and techniques and ability to operate a motor vehicle safely.
• Ability to type 45 WPM and use the 10-key by touch.
• Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
• Ability to actively listen and possess good clear and effective written and oral communication skills.
• Basic knowledge of Microsoft business software applications presently used by the Company: ability to learn new applications.
• Ability to read and understand documents such as employee handbooks, safety rules, Company’s Standard Operating Procedures (SOPs).
• Knowledge of safe work practices including proper techniques for lifting and carrying heavy objects.
• Ability to perform routine clerical work.
• Ability to understand and…