Records Assistant

Barnes & Thornburg LLP • Chicago, IL

1d • Onsite

About The Position

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.

Requirements

• 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.

Nice To Haves

• experience in Excel and iManage a plus.

Responsibilities

• 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 attempt to locate the proper recipient.
• Assists attorneys and legal administrative assistants with incoming open matter documents.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED