File Organizer Jobs in Washington, DC (NOW HIRING)

Job Title: Legal File Clerk

NON-Exempt

Overview:
A Legal File Clerk plays a crucial role in the day-to-day operations of a law office or legal department by organizing and maintaining legal documents, files, and records. The position requires excellent organizational skills, meticulous attention to detail, and the ability to handle sensitive information with the utmost confidentiality. Successful Legal File Clerks contribute to an efficient and compliant workplace, ensuring that attorneys and paralegals can quickly access information needed for client representation and case management.

Key Responsibilities

1. File Management
2. • Create, organize, and maintain both electronic and paper filing systems for legal documents and correspondence.
   • Label, index, and archive files for easy retrieval and secure storage.
   • Ensure compliance with internal record-keeping policies and relevant legal regulations.
3. Document Handling
4. • Prepare, scan, and input documents into document management systems.
   • Retrieve and deliver files or documents to attorneys, paralegals, and other staff upon request.
   • Monitor and track files entering or leaving the file room or archive storage.
5. Data Entry & Record Keeping
6. • Maintain accurate logs for incoming and outgoing files, case updates, and legal forms.
   • Verify and update records in databases or case management software, ensuring information is current and correct.
   • Follow retention schedules and assist in the destruction or archival of documents as needed.
7. Administrative Support
8. • Coordinate with the administrative team on file-related tasks such as copying, labeling, and scanning large volumes of documents.
   • Provide backup reception or administrative support as needed (e.g., answering calls, greeting clients).
   • Assist with special projects such as file audits, data clean-up, or reorganizing archives.
9. Confidentiality and Compliance
10. • Ensure compliance with legal procedures, ethical standards, and organizational policies regarding confidentiality and data protection.
    • Assist in implementing process improvements to maintain a secure and organized file system.

Qualifications

• Education: High school diploma or equivalent required; an associate or bachelor’s degree in a related field is a plus.
• Experience: Prior experience in a law firm, legal department, or similar professional environment is preferred, but not always required.
• Technical Skills: Proficiency with standard office software (e.g., Microsoft Office Suite) and experience using document management or case management systems is highly beneficial.
• Organizational Skills: Ability to manage a high volume of documents and maintain detailed records without compromising accuracy.
• Communication Skills: Strong verbal and written communication abilities to coordinate with legal staff and external contacts.
• Attention to Detail: A keen eye for detail to ensure critical legal documents are accurately filed and referenced.
• Confidentiality: Must understand and strictly adhere to rules surrounding client privacy and attorney-client privilege.

Key Competencies

• Time Management: Skillfully prioritize tasks in a fast-paced, deadline-driven environment.
• Teamwork: Collaborate effectively with paralegals, attorneys, and other support staff.
• Problem-Solving: Identify filing inconsistencies or errors and find efficient solutions to maintain organized record systems.
• Adaptability: Flexibility in responding to shifting demands or unexpected changes in workload.

Working Conditions

• This role typically operates in a professional office environment.
• Requires prolonged periods of sitting or standing, as well as occasional lifting and moving of file boxes.
• May involve occasional travel off-site for document retrieval, court filings, or archiving, depending on the organization’s needs.

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