Legal Records Clerk - Philadelphia, United States - latitude

Description

Position Overview: As a Legal Records Clerk, you will play a vital role in managing and maintaining legal records, documents, and files in accordance with established procedures and protocols. You will work closely with attorneys, paralegals, and other legal staff to ensure the accuracy, accessibility, and confidentiality of legal records and information. The ideal candidate will have strong organizational skills, attention to detail, and a commitment to upholding the highest standards of confidentiality and professionalism.

Key Responsibilities:

Records Management:

Maintain and organize legal records, documents, and files in both electronic and physical formats, ensuring proper indexing, labeling, and storage.

Establish and maintain record retention schedules, policies, and procedures in compliance with legal and regulatory requirements.

Document Processing:

Assist with the processing, scanning, and electronic filing of legal documents, correspondence, pleadings, and discovery materials.

Ensure the accuracy and completeness of document metadata, descriptions, and keywords for effective retrieval and searchability.

File Maintenance:

Create, update, and manage client files, case files, and matter files in the firm's document management system (DMS) or case management software.

Perform regular audits and reviews of file inventories to identify discrepancies, duplicates, or missing documents.

Records Retrieval and Distribution:

Respond to requests for legal records, documents, and information from attorneys, staff, clients, and external parties in a timely and efficient manner.

Coordinate the retrieval, delivery, and distribution of physical files and documents as needed for legal proceedings, meetings, or client consultations.

Confidentiality and Compliance:

Maintain strict confidentiality of sensitive and privileged information, adhering to ethical and legal standards governing client confidentiality and data protection.

Ensure compliance with applicable laws, regulations, and industry standards related to recordkeeping, privacy, and information security.

Qualifications:

High school diploma or equivalent; Associate's degree or coursework in legal studies or records management is preferred.

2+ years of experience in a legal records management, document processing, or administrative support role within a law firm or legal department.

Familiarity with legal terminology, document types, and case management procedures.

Proficiency in document management systems, electronic filing systems, and Microsoft Office Suite (Word, Excel, Outlook).

Strong organizational skills, attention to detail, and ability to prioritize tasks and manage multiple deadlines.

Excellent communication and interpersonal skills, with the ability to interact professionally with attorneys, staff, clients, and external vendors.

Discretion, integrity, and a commitment to maintaining confidentiality and upholding ethical standards.

$45,000 - $50,000 a year