Legal Secretary

We are looking for a Legal Records Clerk to work in the San Diego area. Requires a high school diploma. A legal office assistant diploma program or an associate degree in paralegal studies is preferred. Experience organizing files, retrieving documents, both physically and electronically and maintaining employer’s records in a complete and orderly manner, according to the organization’s filing systems is essential to success.

Responsibilities may include but are not limited to:

  • Scan or read incoming materials to determine how and where they should be classified
  • Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval
  • Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials
  • Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order
  • Answer questions about records or files
  • Keep records of materials filed or removed, using logbooks or computers and generate computerized reports
  • Add new material to file records
  • Create new records as necessary
  • Gather materials to be filed from departments or employees
  • Find, retrieve and make copies of information from files in response to requests and deliver information to authorized users
  • Track materials removed from files to ensure that borrowed files are returned.
  • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements
  • Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition
  • Modify or improve filing systems or implement new filing systems
  • Design forms related to filing systems

Skills may include but not limited to:

  • Proficient with Microsoft Office, specifically Outlook, Word, and Excel
  • Strong oral and written communication skills
  • Excellent organizational skills
  • Must be able to effectively multi-task, manage time sensitive documents and have exceptional organizational skills in a fast-paced environment
  • Must be able to function effectively in a busy, team oriented environment
  • Office administration experience
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