Legal Records Clerk Job Description

Do you have good organizational skills? Have you been thinking about a career in the legal field? Then entering the fun and fast paced career of a Legal Records Clerk may be exactly what you are looking for.

What is a Legal Records Clerk?

A Legal Records Clerk performs clerical duties such as organizing files and retrieving an entity’s paperwork, both physically and electronically. They are responsible for maintaining their company records in a complete and orderly manner, according to the organization’s filing systems. Using computers, scanners, copiers and other office equipment, they maintain, update, and create new files for the organization. Legal Records Clerks may be responsible for the intake and disposition of all documents, as well as for existing files.

Job Responsibilities of Legal Records Clerks

The job responsibilities of a Legal Records Clerk may depend on the type of employer you work for. For instance, if you work in a law office, you could be responsible for the physical client files, the electronic court files, or both. Here are some of the responsibilities of a Legal Records Clerk:

• Scan or read incoming materials to determine how and where they should be classified
• Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval
• Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials
• Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order
• Answer questions about records or files
• Keep records of materials filed or removed, using logbooks or computers and generate computerized reports
• Add new material to file records
• Create new records as necessary
• Gather materials to be filed from departments or employees
• Find, retrieve and make copies of information from files in response to requests and deliver information to authorized users
• Track materials removed from files to ensure that borrowed files are returned.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements
• Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition
• Modify or improve filing systems or implement new filing systems
• Design forms related to filing systems

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Career Outlook for Legal Records Clerks

According to the Bureau of Labor Statistics, legal records clerks and information clerks, in general, will see slow growth at 3 percent between 2016 and 2026. However, during the same decade, the BLS projects that growth for general Legal Records Clerks is expected to decline by 10 percent. Still, the Bureau of Labor Statistics predicts that job prospects for all information clerks, including Legal Records Clerks, will be good, as those leaving the work force each year will need to be replaced.

In this job climate, you would do well to distinguish yourself from your competition. A legal office assistant diploma from Bryant & Stratton College could help you begin your career as a Legal Records Clerk and give you the edge you need to succeed.

What can I do with a Legal Office Assistant Diploma?

A legal office assistant diploma will prepare you for a career as a Legal Records Clerk in the legal field. You will be qualified to work for attorneys in private or government agencies, or even in business and corporate legal departments. Significant emphasis will be placed on case management, document and record maintenance, and the handling of correspondence. Key courses include: Law office management & technology, office technology software I, and computing skills.

Having completed this diploma program, you will not only be able to manage case files, but also apply legal terminology correctly in legal documents. You will be able to read, analyze, interpret and prepare legal documents. Naturally, this skill will be invaluable to you as a Legal Records Clerk. Also, as you will be handling sensitive documents, you will learn to identify, interpret, and apply legal ethics. You will know how to provide support to legal teams in both private law firms and government entities. And, you will be able to research the law both online as well as with print materials.

Additional Training/Requirements

You can become a Legal Records Clerk with just a high school diploma, but many employers will look for applicants with some sort of clerical or customer service experience or training. In addition, it is always good to be familiar with one or more spreadsheet programs as well as word processing.

Usually, Legal Records Clerks will receive on-the-job training, lasting a few weeks to a few months, depending on what they must learn. For the legal Legal Records Clerk, that may include not only physical filing systems, but computer programs, ethical requirements, legal timelines, and more.

Legal Records Clerks may advance in their careers, with experience and training, to become secretaries or administrative assistants.

For those career-minded individuals who wish to continue their education in the legal field, courses and credits earned in the legal office assistant diploma program can be applied toward an associate degree in paralegal studies at Bryant & Stratton College.

As a Legal Records Clerk, you must be organized, especially in the legal field. One misfiled document could mean a missed court deadline, and possible disaster. You must also protect client confidences, as you will be exposed to many sensitive documents. And, you need good interpersonal skills so that you can interact well with co-workers and employers as you go about your duties.

Employment Settings for Legal Records Clerks

According to the Bureau of Labor Statistics, of the 1.5 million jobs held by information clerks in 2016, 135,000 were held by Legal Records Clerks. The largest employer of information clerks was local government at 13 percent, according to the BLS. Next, was healthcare and social assistance at 12 percent, transportation and warehousing at 8 percent, the federal government at 7 percent and administrative and support services at 6 percent.

It is interesting to note that the Bureau of Labor Statistics shows that the largest employers for legal support workers, was the federal executive branch. The next largest employer was state government, excluding schools and hospitals; then local government, excluding schools and hospitals; and management of companies and enterprises.

Being a Legal Records Clerk is a full-time job, but it is not uncommon for general Legal Records Clerks to work part-time. Legal Legal Records Clerks may work longer hours, depending on their employer’s schedule and whether trial work is involved. This position can be stressful due to constant deadlines and the fast pace of the legal environment.

While this information may help you in determining the right career path for you, understand that job market data from the US Bureau of Labor Statistics Occupational Handbook is intended to provide insight into occupational opportunities, and is not to be construed as a guarantee of salary or job title. Bryant & Stratton College cannot guarantee employment in any field.

For insights into a career as a Legal Records Clerk, please visit the Paralegal section of our blog. Here you will find valuable information on careers in the legal support field. Explore the website and be sure to visit the Legal Office Assistant Diploma page.