File & Operations Support Specialist
Join one of the most innovative, forward-thinking law firms in the country. As a member of the Saxton & Stump team, you’ll be joining a culture of excellence and teamwork, mixed with a strong focus on investing in our team and the community. We understand that the new legal environment requires a different type of approach to all aspects of the business, and we’ve built that into the way we recruit, the way we structure our team, and the way we value customer service.
Saxton & Stump provides solutions for complex legal issues and partners with clients to create a roadmap for their success. We are committed to empowering and supporting clients by delivering five-star service and results-focused advice.
The File Specialist plays a vital role in supporting the day-to-day operations of the firm by managing physical and electronic files, mail processing, document handling, and general administrative support. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The File Specialist will also provide front desk coverage, facilities support, and travel between firm offices as needed to maintain consistent filing and mail procedures.
Essential Duties and Responsibilities
File Management & Records
- Catalog, organize, and file documents in physical client files
- Retrieve files and documents upon request from attorneys, paralegals, and staff
- Pick up filing from attorney and paralegal offices
- Thin and close files in accordance with firm retention policies
- Create and assemble binders as requested
- Catalog closed files for offsite storage and prepare files with appropriate labels and inserts
- Coordinate with Iron Mountain for file retrieval and storage
- Maintain and update Iron Mountain logs and upload records to iManage
- Maintain overall organization and cleanliness of the file room
Electronic Document Processing
- Process incoming mail by scanning and uploading documents to iManage
- OCR medical records and other documents
- Bates number medical records
- Convert radiology CDs to ZIP files and upload to iManage
- Copy CDs and flash drives as needed
- Print and assemble document projects as requested
Mail, Shipping & Courier Services
- Process incoming mail by scanning, delivering to appropriate recipients and uploading documents to iManage as needed
- Manage daily mail procedures and ensure adherence to firm standards
- Check for outgoing mail twice daily on multiple floors
- Delivering outgoing mail to the mailbox daily
- Handle outgoing package shipping and mailing via FedEx, UPS, and USPS
- Perform courthouse and post office runs as needed
Office Operations & Facilities Support
- Perform daily opening and closing procedures
- Open and close shred bins weekly in preparation for Shred pickup weekly
- Support facilities-related requests by submitting tickets and tracking progress to ensure completion
- Communicate all facilities related requests, projects and needs firmwide to the Operations Team
- Liaison to on-site vendors as needed
- Inventory, submit orders for, and distribute office supplies for home office
Administrative & Front Desk Support
- Provide daily desk and reception coverage
- Answer incoming phone calls and route appropriately
- Monitor and respond to emails and internal requests
- Enter billable time into Clio as required
Travel & Multi-Office Support
- Travel to satellite offices to manage filing processes and provide operational support
- Ensure consistency in filing and mail procedures across all firm locations