NEW JOB OPENING
LEGAL RECORDS ADMINISTRATIVE ASSISTANT
IN New York, NY, USA!

Required Education:

• High School Diploma or equivalent



Preferred Education:

• Bachelor’s Degree



Required Skills, Experience, Qualifications and Abilities:

• Strong time management skills with the ability to prioritize and manage a high volume of work efficiently

• Detail-oriented with strong organizational skills and the ability to identify errors, inconsistencies, and incomplete information

• Ability to proofread documents and verify accuracy of work

• Ability to manage large volumes of emails and electronic files while maintaining proper file organization and avoiding file commingling

• Ability to work quickly and accurately while following established office policies and procedures

• Proficiency in Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft SharePoint, and Adobe PDF

• Ability to OCR, rename, and bookmark PDF files

• Experience with electronic file management, including creating folders, saving files, dragging and dropping files, and copying/pasting files into appropriate locations

• Ability to edit and utilize email templates

• Strong attention to detail with the ability to double-check work for accuracy

• Ability to ask questions and seek clarification when needed



Preferred Skills, Experience, Qualifications and Abilities:

• Experience working in an administrative support role involving document processing, records management, or filing systems

• Experience working with SharePoint databases and electronic document management systems

• Experience processing legal or regulatory filings



The Administrative Assistant is responsible for processing, reviewing, organizing, and maintaining filing records and electronic documents. This position ensures filings are accurately entered, tracked, stored, and searchable through database and SharePoint systems. The role requires strong attention to detail, accuracy, organization, and the ability to manage a high volume of electronic files and correspondence.



Job Duties:

• Review filings for deficiencies and ensure required information is complete and accurate

• Calculate filing fees as needed

• Scan paper submissions and assign identification numbers to filings

• Update databases with accurate filing information

• Save and organize files on shared drives according to established file-naming conventions

• Retrieve attachments from Outlook emails and save documents to appropriate shared drive locations

• Rename PDF files according to file-naming standards

• Enter filings and update SharePoint records to ensure documents are searchable and accessible on demand

• Save files into designated folders and maintain organized electronic records

• Add notes and updates to databases and SharePoint sites as needed

• Identify deficient filings and communicate issues to submitting attorneys using approved email templates

• Follow up on outstanding deficiencies as needed

• Perform quality checks to ensure accuracy and compliance with procedures

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**