Description

Hinman, Howard & Kattell, LLP is seeking a detail-oriented and highly organized Closed File Administrator to join our law firm. This position is responsible for the retention and storage of closed law firm files, including original estate planning documents. The ideal candidate will ensure compliance with firm policies and legal requirements while maintaining efficient and secure file systems.

Key Responsibilities:

Manage the intake, organization, and storage of closed client files in both physical and electronic formats
Maintain accurate records of file locations, retention dates, and destruction schedules
Coordinate the secure storage and retrieval of files and original estate planning documents (e.g., wills, trusts, powers of attorney)
Respond to internal and external requests for closed files and original documents in a timely and professional manner
Ensure compliance with firm policies, ethical obligations, and applicable legal requirements related to file retention and confidentiality
Coordinate with offsite storage vendors and maintain inventory logs of stored materials
Assist with file destruction processes in accordance with established retention schedules
Support attorneys and staff with file-related inquiries and audits
Identify opportunities to improve file management systems and processes

Qualifications:

Prior experience in a law firm or professional office setting preferred
Strong organizational skills with exceptional attention to detail
Ability to handle confidential information with discretion
Proficiency in Microsoft Office and document management systems
Ability to manage multiple tasks and meet deadlines in a fast-paced environment
Excellent communication and interpersonal skills
Must be able to lift up to 50 pounds
Typing proficiency of 50+ WPM with 90%+ accuracy

Work Schedule:

Full-time position (37.5 hours per week)
Hourly, non-exempt position

Why Join Us:
Our firm offers a collaborative and professional work environment where administrative staff play a vital role in supporting legal operations. This position provides an opportunity to contribute to the integrity and efficiency of our file management systems while working alongside experienced legal professionals.

At Hinman, Howard & Kattell, our clients and their goals come first. We know that when you come to us, you have many priorities. • You want the best lawyers and support staff for the job. • You want cost effective legal assistance. • You want to develop relationships with counsel that lead to proactive planning for your legal needs. • You want the peace of mind that comes from knowing you have put your problems in the hands of people who can offer solutions that will work specifically for you and your business. When you walk through our doors, your goals become our goals. We hold ourselves to the highest standard of client service. We will listen to you and develop an individual strategy for you that takes into account all of your needs. We are as determined to achieve the goals of our clients now as we have been for over a century. We pride ourselves on being excellent attorneys. As a full-service law firm, we have lawyers with expertise in all aspects of law from drafting wills and handling real estate transactions to advising on corporate formation for start-up companies, mergers and acquisitions, intellectual property issues and complicated banking transactions as well as litigation in state and federal courts and before administrative agencies. Our attorneys work hard to stay on the cutting edge of the law.

Closed Files Administrator

Closed Files Administrator

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