Mailroom And File Clerk

Full-time file and mail clerk needed in PennStuart’s Bristol, TN office.

Position: Mailroom and File Clerk

Job Summary: The Mailroom and File Clerk plays a crucial role in the efficient functioning of a law office by managing incoming and outgoing mail, organizing and maintaining files, and providing general administrative support. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with utmost discretion.

Responsibilities

• Create and maintain physical and electronic files for cases and clients, adhering to the office's filing system.
• Maintain accurate records of documents, correspondence, and case-related materials.
• Collaboration:
• Assist with basic data entry and data management tasks.
• Monitor office supplies related to mailroom and file management and restock as needed.
• Collaborate with other administrative staff to ensure smooth office operations.
• Report any maintenance or repair needs in the mailroom or file storage areas.
• Manage and log any registered or certified mail.
• Assist in archiving closed or completed cases according to the office's retention policies.
• Administrative Support:
• File Management:
• Prepare outgoing mail, ensuring proper postage and addressing.
• Collaborate with other staff members to support office-wide initiatives and events.
• Notify lawyers and staff of time-sensitive or urgent mail.
• Office Organization and Supplies:
• Scan and digitize important documents to maintain electronic records.
• Document Management:
• Keep the mailroom and file storage areas organized and tidy.
• Sort and distribute incoming mail to the appropriate recipients within the law office.
• Provide general administrative assistance to the office as required, including answering phones, taking messages, and directing calls to the appropriate personnel.
• Assist lawyers and paralegals in retrieving documents as needed.
• Label, categorize, and update files accurately to ensure easy retrieval.
• Assist with special projects or tasks as assigned by management.
• Mail Handling:
• Ensure files are secure and maintain confidentiality at all times.
• Handle package deliveries and coordinate courier services when necessary.

Qualifications

• Prior experience in a mailroom or file clerk role is an advantage.
• Familiarity with electronic document management systems is beneficial.
• Proficient in using office equipment such as scanners, photocopiers, and printers.
• Discretion in handling confidential and sensitive information.
• Ability to handle and prioritize multiple tasks in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Familiarity with legal documents and terminology is preferred but not mandatory.
• High school diploma or equivalent.
• Good communication skills and the ability to work well within a team.

Working as a Mailroom and File Clerk in a law office provides an opportunity to be an integral part of the legal support team and contribute to the smooth functioning of the firm's operations. The position requires a diligent and reliable individual who can handle various administrative tasks efficiently.

PennStuart is a regional, mid-size litigation and business firm with a reputation for experience and expertise dating back to its beginning in 1890. With four offices in Virginia and Tennessee, PennStuart provides a full range of business, litigation, employment, real estate, and estate planning services to clients in Southwest Virginia, Richmond, Virginia and Northeast, Tennessee. We are proud of the professional relationships and reputation for excellence we have built over the years. We are cognizant of the trust our clients place in our abilities. We honor that trust by providing efficient and effective representation as we maintain the highest ethical and professional standards.

Penn Stuart is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

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