Records Assistant

Summary

Under direct supervision, and according to established Firm policies and procedures, the Records Assistant is responsible for filing, retrieving, indexing, scanning and destroying files and materials. Observes confidentiality in all client and Firm matters.

• Tracks, locates and retrieves records using records management software from appropriate file room, and records management software.
• Receives closed client files for scanning, destruction and filing. Organizes and prepares documents for scanning, storage and/or destruction. Enters status and status location of documents in records management software.
• Receives closed documents from attorneys and legal administrative assistants.
• Scans file into records management software, and file the documents in the appropriate closed file if applicable.
• Purges stored files according to the Firm’s document retention and destruction schedule, as approved by the appropriate attorney.
• Inventory matters located throughout the firm as needed.
• Receives mail from the Resource Center for which a recipient cannot be identified, and attempts to locate the proper recipient.
• Assists attorneys and legal administrative assistants with incoming open matter documents.
• Other duties as assigned.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to read and write at a level normally acquired through the completion of high school or equivalent in order to maintain records and filing systems.
• Ability to operate office equipment including, among other things, personal computer, photocopier, scanner; experience in Excel and iManage a plus.
• Working knowledge of legal terminology.
• Interpersonal skills necessary to communicate effectively with office staff and legal personnel in person, by e‑mail and telephone; accurately follow instructions from a diverse group of attorneys and staff, and provide information with courtesy and tact.
• Ability to retrieve and distribute files, written documents or boxes weighing up to 50 pounds, and the ability to retrieve and replace files from shelves of up to 8 feet high.
• Ability to push carts full of files on a regular basis.
• Work occasionally requires a high level of mental effort when performing a high volume of clerical tasks and performing other essential duties under deadline.

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

• Normal law office environment with some exposure to dust and old paper and the like.

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws.

This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.