File Management
Organize, label, and maintain physical files in accordance with established filing systems and procedures
Create and update file records, ensuring accuracy and completeness of information
Sort and categorize documents for easy retrieval and efficient storage
Assist in transitioning physical files to digital format, scanning and indexing documents as necessary
Maintain confidentiality and security of all files and documents
Document Retrieval and Distribution
Retrieve files and documents promptly and accurately upon request from attorneys and staff
Assist in assembling and preparing files for court appearances, meetings, and other events
Ensure proper distribution of documents to appropriate parties, both internally and externally
Monitor and track the movement of files and documents to ensure their safe and timely return
Data Entry and Recordkeeping
Enter relevant information into the firm's database or case management system
Update and maintain accurate records of file locations, changes, and transfers
Perform regular audits to ensure data integrity and file accuracy
Assist in the creation and maintenance of document retention policies
Administrative Support
Assist with general administrative tasks, such as answering phone calls, taking messages, and directing inquiries to the appropriate person
Provide support to attorneys and staff by preparing and organizing legal documents, correspondence, and other materials as needed
Collaborate with other administrative personnel to ensure smooth office operations
High school diploma or equivalent. Additional education or certification in office administration is a plus
Proven experience in file management, preferably in a law office or similar professional setting
Strong organizational skills with the ability to prioritize tasks and handle multiple assignments simultaneously
Excellent attention to detail and accuracy in data entry and recordkeeping
Proficient computer skills, including experience with document management software and databases
Familiarity with legal terminology and procedures is preferred
Ability to maintain confidentiality and exercise discretion in handling sensitive information
Strong communication skills, both written and verbal
Ability to work independently and collaboratively in a team environment