Records/Office Services Assistant

RECORDS ASSISTANT/OFFICE SERVICES ASSISTANT

FOR MORE THAN 138 YEARS, WE HAVE BEEN A POWERFUL, INNOVATIVE FULL-SERVICE LAW FIRM HELPING TO BUILD THE AMERICAN WEST.

Fennemore isn’t your average law firm. With 17 offices in 5 states and industry-leading job satisfaction, you’ll join a dynamic team that is setting trends, breaking records, and helping clients and employees thrive. You will be a part of an extraordinary group of individuals who collaborate and find solutions together -- a team that is inclusive, makes connections, and brings their passion and pride to all they do.

Together we strive to create an inclusive law firm that upholds respect for each other and our unique backgrounds. We commit on all levels to work together to promote equal opportunity, to understand and value differences, and to foster a dignified and diverse work environment. Fennemore’s commitment to our values translates into the workplace. Law.com named Fennemore the fastest-growing law firm in the U.S., and we consistently have among the best retention statistics in the industry.

Fennemore is seeking a full-time RECORDS ASSISTANT/OFFICE SERVICES ASSISTANT to provide assistance in our Sacramento, California office.

Responsibilities:

• Creates labels for physical files;
• Reviews file information sent to the Records Department;
• Accurately prepares closed files for off- site storage;
• Locates active, closed and warehoused files upon request;
• Creates and maintains legal case files upon request;
• Communicates with vendor to retrieve requested files from off-site storage;
• Prepares reports and provides support to end users as needed;
• Maintains log of project requests from Attorneys, Paralegals and Legal Administrative Assistants;
• Handles routine reproduction and scanning projects, and coordinates with other departments for larger projects, if necessary;
• Proofreads and doublechecks all work product to ensure accuracy and completeness of spelling, grammar, and punctuation;
• Handles binder projects including creation of indexes, labels and binders as requested;
• Doublechecks scanning projects to ensure complete and saved correctly;
• Communicate delivery needs with Receptionist, Office Assistants, Attorneys, and staff;
• Coordinate with Receptionist and Office Assistants to ensure all FedEx packages are sent, taking packages to the FedEx drop off if necessary;
• Coordinate mail services including overnight services, checks mailbox at least once daily;
• Sort and route USPS and interoffice deliveries daily;
• Performs Court/Recorder’s office runs and USPS runs, as needed;
• Check for hand deliveries throughout the day and delivering to desired destination;
• Responsible for ensuring kitchen is tidy including filling and emptying dishwasher and cleaning out refrigerator as necessary, restocking disposable dishes, coffee creamers, sugars and coffee;
• Replenish coffee in kitchen throughout the day;
• Stocking copiers and printers with copy paper, and change out printer toners;
• Stocking copy room and printer stations with miscellaneous supplies;
• Overtime may be required during periods of high workload, flexibility in daily work schedule is required;
• Adheres to departmental/Firm goals and policies; and
• Other duties as assigned.

Qualifications:

• Records management software experience preferred;
• Extremely detail oriented with excellent oral, organizational, customer service, and communication skills;
• Must have access to reliable transportation. If utilizing own vehicle for Firm business, must have current and continuing proof of auto insurance and valid driver’s license;
• Ability to follow direction and work well with others;
• Basic knowledge of MS Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat Reader, and PDF Converter;
• High school diploma or equivalent; and
• Related experience in law firm setting preferred.

Total Rewards:

• Competitive Base Salary + Annual Merit Increases
• On-the-Spot Monthly Bonus Program
• Workplace Flexibility Options
• 401k Retirement Plan w/ Employer Match & Profit-Sharing Component
• Health, Dental and Vision Coverage + Employer Premium Contribution
• Employer-Paid Group Term Life Insurance
• Paid Time Off and Paid Holidays
• Employee Wellness Program
• Employee Assistance Program

CAUTION: Employment scams are on the rise, and we want you to be aware. Please read this consumer alert from the FTC for more details: https://tinyurl.com/FTC-Consumer-Alert. Note that we will never ask you to download and interview through an app such as Signal. If you are approached by a scammer or have any concerns about communications that appear to be coming from Fennemore, please let us know.

PLEASE CONSIDER APPLYING TODAY

Fennemore is an equal opportunity employer and encourages people from all social, economic, and ethnic groups, and individuals with disabilities, to apply to our positions. Fennemore is dedicated to maintaining an atmosphere that promotes the diversity of personal backgrounds, experiences, abilities, perspectives, and ideas. If your experience and qualifications are close to what you see listed here – even if not a perfect match -- please still consider applying. If you require assistance or need reasonable accommodations during any point in the application or interview process, please let us know.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills. Any employee may be required to perform duties outside of their normal assigned responsibilities, as needed.