FILE CLERK

POSITION SUMMARY

The File Clerk is responsible for the organization of client files and the physical condition of the filing department area, including interfiling, labeling, shelving, scanning, boxing, and shifting.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Performs messenger services for the File Department, delivers or retrieves files and boxes as needed within the firm
• Performs clerical tasks related to updating and maintaining client files in accordance to policies and procedures
• Scans, organizes and shelves incoming files
• Facilitates the circulation of boxes from and to the off-site records storage vendor
• Research the location of files and folders
• Monitors shelf space needs, makes recommendations and carries out pull and shift projects
• Responsible for adhering to general safety practices
• Receives and processes loose document filing
• Assist attorneys, paralegals and secretaries with special projects.
• Conduct physical audits or verifications of files as requested by department management
• Perform other duties and projects as required
• Travel to the Tulsa office periodically, as needed, to assist with operational needs and projects

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications

POSITION QUALIFICATIONS

Competency Statement(s)

• Integrity/Ethics - Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, conveys good news and bad.
• Teamwork - Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.
• Interpersonal Skills - Has good listening skills, builds strong relationships, is flexible/open-minded, negotiates effectively, solicits performance feedback, and handles constructive criticism.
• Productivity - Manages a fair workload, volunteers for additional work, prioritizes tasks, develops good work procedures, manages time well, handles information flow.
• Dependability - Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements.

SKILLS & ABILITIES

Education: High school diploma required. Associate’s Degree is preferred. An equivalent combination of education and experience is required.

Experience: Minimum of 1-year records management or related area of office management experience required, and 2+ years in records management or related area of office management experience preferred.

Computer Skills: Skilled with MS Office Suite

Other Requirements: Excellent written and oral communication skills (comprehension & expression). Strong organizational and time management skills. Good analytical and problem-solving skills. Demonstrate resourcefulness and ability to take initiative in development and completion of projects. Strong sense of customer service. Ability to maintain a high degree of confidentiality.

WORK ENVIRONMENT

Work environment is in a professional office setting. This work is physical in nature and requires the following physical activities:

• Ability to work with large files for extended periods of time daily
• Frequent lifting and carrying (up to 50 pounds of standard file boxes, paper supplies or minor office equipment)
• Frequent standing, bending, squatting, reaching, climbing, kneeling, stooping, and walking
• Good finger dexterity and feeling; frequent repetitive motions; talking, hearing, and visual acuity