Records Clerk

The Records Clerk will maintain firm case files in accordance with file procedures by performing the following duties, to include, but not be limited to, the following:

ESSENTIAL DUTIES AND FUNCTIONS

The following, as well as, other duties that may be assigned:

• Reads incoming material and sorts according to file system. Verifies accuracy of material to be filed and classifies material when classification is not readily discernible.
• Places documents, forms, or other materials in storage receptacles such as files, cabinet, drawer, or box according to filing system. Inserts additional data in file records, keeps files current, and supplies information from files.
• Prepares and updates file index sheets to list and organize file contents using computer and word processing software.
• Provides customer service to firm employees and clients to search for and investigate information contained in files. Delivers and picks up files from within the office upon request.
• Keeps records of material removed from file room, traces missing files, and records indexing information on folders.
• Prepares files for closing and long term storage. Maintains records of closed files for storage and retrieval.
• Disposes of obsolete files in accordance with established retirement schedule or legal requirements.
• Copies or faxes records upon request using photocopy and/or fax machines.
• Maintains inventory of office supplies in support of file room operations. Notifies appropriate personnel regarding supply needs in a timely fashion to ensure adequate supplies are on hand.

Backup Receptionist

Ideal candidates must be able to demonstrate proficiency with multiple line phone systems. Candidates must be able to project a professional image on the telephone, and have a working knowledge of Windows-based personal computer and standard office equipment.

ESSENTIAL DUTIES AND FUNCTIONS

The following, as well as, other duties that may be assigned:

• Obtain caller names, arrange appointments with person called upon, and answer inquires.
• Operate telephone system console to received incoming messages.
• Use electronic mail system to send messages and information to Firm members.
• Generate e-mails to appropriate parties of employees calling in late or absent.
• Create and maintain index/Rolodex of frequently called resources and equipment companies with attendance customer numbers, etc.
• Report any problems with air conditioning, light bulb replacement, etc. to building management office.
• Daily check in/out sheet with attorneys and staff.
• Maintain firm calendar and coordinate reservations for conference rooms.
• Collect and distribute mail and messages delivered to the reception area.
• Log in on courier receipt log all deliveries from courier services (other than Cal Express).
• Issue and keep records of parking validations.
• Aid Marketing and Human Resources with social functions, as needed.
• Maintain a professional and neat appearance, both personally and in reception area.
• Every Friday, e-mail confirmation of conference room reservations for the following week.
• Perform a variety of clerical duties as required.

GREET

• Klinedinst clients, insurance adjusters, public, etc., and Klinedinst employees from other offices.

FAXES

• Coordinate fax confirmations from satellite offices. Sort numerically and enter into Juris, per accounting.

ASSIST LEGAL ASSISTANTS, ATTORNEYS, MARKETING, LIBRARY, RECORDS , PARALEGALS, PRODUCTION

• Assist Legal Assistants with opening mail, updating folders.
• Stuff envelopes for Legal Assistants and Marketing.
• Back up data entry for Marketing.
• Assist Paralegals with chronological order of documents.
• Assist Records Dept with updating folders, labeling, etc.
• Assist Productions Dept with bate stamping.
• Miscellaneous filing and organizing, if needed.

SUPERVISORY RESPONSIBILITIES

None required.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (GED); or one to three months’ related experience and/or training; or equivalent combination of education and experience. Type 50+ wpm. The ability to recognize and understand the legal context of a wide variety of legal documents in order to ensure fast, accurate filing and retrieval will be expected within the first 30 days of employment. Excellent verbal communication and customer service skills.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Verbal and written skills should be exemplary.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderately quiet.

MATHEMATICAL SKILLS

Ability to add and subtract two digit numbers and to multiply and divide with 10s and 100s. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Please submit your resume to:

KLINEDINST PC
Attn: Human Resources
501 West Broadway, Suite 600
San Diego,CA 92101

619.238.8707 Fax