Legal File Clerk Job Description: Primary Duties and Responsibilities

What Is a Legal File Clerk?

This job has the main goal of ensuring that attorneys, paralegals and legal secretaries have the information they need when they need it. This means that the legal file clerk needs to be able to always find the documents needed for those individuals for them to perform their jobs properly. These professionals are responsible for organizing and filing physical and electronic documents that are related to cases. This keeps information easy to locate and not creating an excessive amount of work for him or her. Part of the job description for this position includes access to the document management systems to ensure that these resources are up to date and organized. These individuals also provide assistance to those who need to get information from the database and other areas regarding the firm’s records and client documents. Duties can also include prepping files by removing paper clips , folders and other items that can interfere with the documents as they move through the printer. The files must be readable and accessible to all parties that need access to them. Other duties include electronically moving the documents to the correct area of the network.

Necessary Skills and Qualifications

To be a legal file clerk, a high school diploma or equivalent is typically required, and some employers prefer applicants to have some prior file clerk experience. Applicants should have strong organizational skills and attention to detail. Computer skills are essential, with knowledge of database and filing systems. A quality candidate is an efficient multitasker who can prioritize work and meet deadlines. Legal terminology knowledge can be useful, and math skills are necessary, as the job involves entering, tracking and filing financial documents. Familiarity with the rules of evidence and language specific to the law is also a plus. A legal file clerk should be physically fit and capable of lifting and moving large volumes of files.

Tools and Environment

The work environment for a Legal File Clerk is typically in a law firm setting or a large corporate legal department. Given the rapid advance of technology in the legal field, a wide variety of software programs and digital filing systems are now commonly used by legal file clerks. These programs generally allow files to be scanned, copied and digitally stored for easy access. Legal file clerks are also familiar with common software programs used in the legal context, such as Microsoft Word and Excel. Any documents in the files that may need to be edited or used in a legal document must be downloaded into Word or another word processing program. Excel can be used to provide forms or information to clients.
Legal file clerks isolate and organize the relevant parts of a case, so the lawyers and other administrative staff can easily access what they need. Electronic systems typically allow for the entire file to be blocked or exported into the Microsoft Word compatible pages.
Previously, forms in a paper file would have been isolated, and then the relevant portions would have been copied, pasted or even manually transcribed into a new file for easy access. This has now often been taken over by technology. A legal file clerk will often scan the documents into the electronic file and upload them to a specific software program for ease of access.
Legal file clerks will sometimes work with paralegals in larger firms, particularly as they become more familiar with complex software programs and electronic filing systems. However, in smaller firms, legal file clerks often must be able to work independently for long periods. In all contexts, they may sit with a team but are often working to meet their own deadlines and complete individual tasks for the file.
The work environment in this position is typically a formal office, with legal file clerks working in an interior room or office. Many legal file clerks work regular office hours but they may be required to work overtime during busy periods, as needed.

Career and Education Opportunities

As legal file clerks gain more experience in the field, their responsibilities may evolve, allowing them to take on new roles. For instance, those who reach the senior level often become supervisors for entry-level File Clerks. Those with specialized skills and certifications may find themselves in more demanding positions. Cross-training among other legal office roles can also help legal file clerks move forward in their careers. Moreover , they can seek certifications from the National Association of Legal Secretaries and/or the Legal Secretaries International. Either way, the simplest way for legal file clerks to boost their career prospects is to gain as much experience as possible.

Becoming a Legal File Clerk

For individuals considering a career as a legal file clerk, obtaining postsecondary education is the recommended method for attaining the skills and knowledge required for the position. As an alternative to more education and training, many employers accept significant work experience in lieu of an associate, bachelor’s, or master’s degree respectively.
A few of the university programs that suit those interested in becoming a legal file clerk include: Certificate and diploma programs are also offered by technical, community, and career colleges. Pursuing professional certifications such as the Registered Record Manager (RIM), Certified Records Manager (CRM), Certified Records Archivist (CRA), and Certified Information Professional (CIP) demonstrate to employers that you have worked hard to have a broad and in-depth understanding of the field of law office management.
In addition to college or university programs, to gain experience in the industry and "get your foot in the door," local law firms, courthouses, and legal offices often advertise entry-level administrative, billing, and clerical positions that will provide invaluable experience. Taking advantage of these opportunities are an excellent way for recent graduates to learn the specifics of the job while increasing their chances of getting hired.

Salary and Employment Trends

According to PayScale, as of mid-November 2018, legal file clerks earned an average annual salary of $44,956. This figure typically ranged from $28,000 on the low end to $70,000 on the high end. For the most part, legal file clerks were able to earn more money by accumulating additional education or work experience. For example , those who became specialists working with employment law or electronics records tended to earn more than the average salary for legal file clerks.
The U.S. Bureau of Labor Statistics (BLS) predicted 5 percent job growth for legal clerks between 2014 and 2024. This was about as fast as the U.S. economy would grow as a whole during that time. Although the number of people getting law degrees tended to outnumber jobs available, the BLS noted that opening in this field would still be competitive. This would mean that it was important for legal file clerks to distinguish themselves through education, internship experience, and job performance.