Legal File Clerk (Philippines)

Company Overview 

At Sneed & Mitchell, the work we do matters. For thousands of Americans, we’re their last line of defense against insurance companies and large corporations or dangerous products. From attorneys to client support staff, and creative marketing to operations teams, every member of our firm has a key role to play in the winning fight for our clients.

Summary

We are seeking a detail-oriented and highly organized individual to join our law office as a File Clerk. The File Clerk will be responsible for maintaining and organizing physical and digital files, ensuring accurate and efficient retrieval of documents, and supporting the overall administrative functions of the office. The ideal candidate will have excellent organizational skills, a strong attention to detail, and the ability to work independently in a fast-paced environment.

Responsibilities:

1. File Management:

   • Organize, label, and maintain physical files in accordance with established filing systems and procedures.
   • Create and update file records, ensuring accuracy and completeness of information.
   • Sort and categorize documents for easy retrieval and efficient storage.
   • Assist in transitioning physical files to digital format, scanning and indexing documents as necessary.
   • Maintain confidentiality and security of all files and documents.

2. Document Retrieval and Distribution:

   • Retrieve files and documents promptly and accurately upon request from attorneys and staff.
   • Assist in assembling and preparing files for court appearances, meetings, and other events.
   • Ensure proper distribution of documents to appropriate parties, both internally and externally.
   • Monitor and track the movement of files and documents to ensure their safe and timely return.

3. Data Entry and Recordkeeping:

   • Enter relevant information into the firm's database or case management system.
   • Update and maintain accurate records of file locations, changes, and transfers.
   • Perform regular audits to ensure data integrity and file accuracy.
   • Assist in the creation and maintenance of document retention policies.

4. Administrative Support:

   • Assist with general administrative tasks, such as answering phone calls, taking messages, and directing inquiries to the appropriate person.
   • Provide support to attorneys and staff by preparing and organizing legal documents, correspondence, and other materials as needed.
   • Collaborate with other administrative personnel to ensure smooth office operations.

Qualifications:

• High school diploma or equivalent. Additional education or certification in office administration is a plus.
• Proven experience in file management, preferably in a law office or similar professional setting.
• Strong organizational skills with the ability to prioritize tasks and handle multiple assignments simultaneously.
• Excellent attention to detail and accuracy in data entry and recordkeeping.
• Proficient computer skills, including experience with document management software and databases.
• Familiarity with legal terminology and procedures is preferred.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Strong communication skills, both written and verbal.
• Ability to work independently and collaboratively in a team environment.

Equal Opportunity Statement

Sneed & Mitchell provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

E-Verify

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the I-9 Form.