Records Clerk
K&L Gates - Orange County, CA

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The Records Clerk is responsible for participating as part of a support team to manage the firm’s hardcopy and electronic records from creation to destruction.
The Records Clerk performs general records maintenance tasks, including but not limited to, inter-filing documents; organizing records in alphabetical, numerical or chronological order; shifting/moving folders, redwells and boxes; updating the records management database; querying the database; preparing reports; and interacting with law firm personnel and vendor staff.

Essential Duties and Responsibilities
The daily make up of tasks changes depending on department needs.
  • Responds to database, e-mail and phone requests from lawyers, secretaries and administrative staff
  • Communicates by phone and e-mail with off-site storage vendor and delivery staff
  • Maintains onsite filing space, shifts files and boxes to create space, and recommends processing to offsite storage
  • Reviews requests from lawyers, secretaries and paralegals for accuracy and communicates regarding revisions
  • Maintains logs of activities within the department
  • Creates and prints database reports
  • Retrieves and delivers files
  • Indexes documents into database
  • Creates folders and labels
  • Processes boxes for storage and destruction according to firm’s retention policies
  • Moves boxes
Secondary Duties and Responsibilities
  • Coordinates with legal staff to facilitate special requests for records relocation, destruction, and identification
  • Assists paralegals and other legal staff with file maintenance and case management
  • Provides training to legal staff
  • Scans hardcopy documents to digital image using desktop scanning equipment or multi-functional printer/copier/scanners
  • Performs billable and non-billable legal research
  • Performs litigation support tasks: binder creation, doc review, redaction, filing, etc.
  • Files documents with local courts and process services
  • Performs office services duties, including faxing, mail handling, and photocopying
  • Provides backup reception coverage
  • Provides backup secretary coverage
  • Maintains pleading reports
  • Reviews mail
  • Orders supplies
  • Maintains/provides backup support to litigation or intellectual property docket system(s)
Knowledge, Skills and Abilities Required
  • Moderate level of computer skills required, some database experience preferred
  • Self motivated with ability to work independently and to identify down-time projects
  • Detail oriented
  • Good verbal communication skills
  • Able to work as part of a team on a coordinated effort
  • Customer service orientation
  • Good typing and data entry skills
  • Good proofreading skills
  • Ability to operate office equipment, i.e., duplicating machines, printers, typewriters and keyboard data entry
•Prior law firm, records center, or library experience preferred

•High school diploma or GED required, some college preferred

Working Conditions
Type of position
  • Office environment with a combination of sedentary, walking and standing
  • Daily use of personal computer; associated software systems
  • Frequent lifting, bending, and reaching required
  • Lifting of up to 50 pounds may be required
  • May include trips to offsite warehouses for short and long term assignments
  • Overtime may be required
Any information contained on this form represents the usual method of accomplishing the duties assigned to this job. Reasonable accommodations will be considered in appropriate circumstances which may vary depending on the needs of an individual with a disability, it is impossible to describe in advance specific accommodations that will be considered.


We offer a dynamic work environment and excellent benefits.