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Records Clerk

Pittsford, NY 14534, USA Req #69
Monday, March 18, 2019
Founded in 1856, Harris Beach and its subsidiaries provide a full range of legal and professional services for clients across New York state, as well as nationally and internationally. Harris Beach is among the country’s top law firms as ranked by The National Law Journal. Clients include Fortune 100 corporations, privately-held companies, emerging businesses, public sector entities, not-for-profit organizations and individuals. Principal industries Harris Beach represents include education, energy, financial, food and beverage, health care, insurance, manufacturing, medical and life sciences, real estate developers, and state and local governments and authorities. The firm’s more than 200 lawyers practice among offices throughout New York state in Albany, Buffalo, Ithaca, Melville, New York City, Rochester, Saratoga Springs, Syracuse, Uniondale and White Plains, as well as in New Haven, Connecticut and Newark, New Jersey.

Job Description: Under general supervision and using a computer system, Scanning/File Coordinator is responsible for the day-to-day Records operations.


  • Enters accurate file and document information into a records management database

  • Locates, retrieves, and distributes records from offsite storage facility as requested

  • Processes files/boxes for transfer to offsite storage facility

  • Inter-files documents into exiting files

  • Maintains efficient organization and arrangement of records and file rooms

  • Generates record management reports

  • Orientates and trains others on the appropriate records management processes and procedures

  • Creates labels for new matter file folders for the entire firm

  • Coordinates paper shredding services for various office locations

  • Coordinates transfer of client hard-copy files while adhering to firm policies and procedures

  • Utilizes Firm Client Release Letters for transfer of client hard-copy files

  • Scans, saves, and inventories hard-copy documents utilizing various equipment (high speed scanner, multi-function device)

  • Assists practice groups with records inventory

  • Coordinates purge day activities and projects

  • Provide back-up support to other offices records needs

  • Researches unidentifiable incoming faxes

  • Provides back-up support to Supply Clerk

  • Supports managed print services program

  • Assists with other duties as needed

  • Enhances own professional growth and development through participation in educational programs

  • Understands and complies with all applicable Firm policies, procedures, values and philosophies


  • Minimum of one (1) year experience working in a file or records clerk capacity or a minimum of two (2) years of experience in a professional office environment working in a data entry or detail-oriented position

  • Prior experience in a law firm or corporate legal department and a working knowledge of legal documents is a plus

  • Experience with document/records management software is a plus

  • PC proficient and experience with Microsoft Office Suite (Word, Outlook, Excel)

  • Detail oriented and exceptionally attentive to accuracy

  • Ability to prioritize workload

  • Ability to communicate effectively orally and in writing

  • Demonstrates ability to understand quickly and absorb new information rapidly

  • Demonstrates consistent logic, rationale, and objectivity in decision making

  • Exhibits conscientiousness, dedication, self-discipline, and a sense of responsibility

  • Must have a professional, cooperative, positive and flexible attitude

  • Reception desk and switchboard experience is a plus

  • Excellent client service and listening skills

  • Strong analytical skills and the ability to multi-task

  • Ability to work with diverse personalities within various levels of the organization

  • Exercises sound independent judgment under minimal direct supervision

  • Ability to manage time efficiently and work independently as well as coordinate with a team

  • Military experience a plus

The firm’s policy prohibiting unlawful discrimination applies to all aspects of employment, including hiring, placement, assignment of duties, training, promotion, compensation & benefits and termination. It is the policy of Harris Beach PLLC that all applicants and employees enjoy a positive, respectful and productive work environment, free from behavior, actions or language constituting unlawful harassment. Accordingly, harassment or discrimination of any kind based on an individual’s race or color, sex, age, religion, national origin, marital status, disability, military status, genetic predisposition, carrier status, sexual orientation, citizenship status, creed, domestic violence victim status or any other legally protected status is strictly prohibited. Harris Beach complies with the provisions of the Human Rights Law, all other State and Federal statutory and constitutional non-discrimination provisions including non-discrimination on the basis of prior criminal conviction and prior arrest.

Other details

  • Pay Type Hourly
  • Pittsford, NY 14534, USA