File & Operations Support Specialist

Job Type
Full-time

Description

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

Requirements

Qualifications
High school diploma or equivalent required
Prior experience in a law firm or professional office environment required
High energy and genuine enthusiasm for achieving five-star internal and external client service
Strong organizational and time-management skills
Ability to work independently and in a team setting
Ability to handle confidential and sensitive information with discretion
Ability to manage multiple tasks and prioritize workload effectively
Proficiency with office equipment and document management systems (iManage, scanners, copiers)
Ability to communicate effectively with Attorneys, Paralegals, Administrative Support Staff and Management as needed
Basic computer skills, including Microsoft Office; familiarity with Clio is a plus
Ability to lift and move files and boxes as required
Must be a team player with a friendly and welcoming attitude, with a spirit to serve
Key Competencies
Organization and Planning
Initiative and Ownership
Vendor Coordination
Customer Service
Problem Solving
Time Management
Communication
Adaptability
Attention to Detail
Collaboration
Physical & Other Requirements

Prolonged periods of sitting or standing, depending on the nature of the role, and working on a computer or phone system.
Frequent use of hands and fingers for typing, filing, handling paperwork, and operating standard office equipment (e.g., copiers, scanners, multi-line phones).
Ability to communicate effectively, including speaking clearly and hearing adequately in person and via phone.
Regular movement throughout the office, including walking, bending, reaching, and retrieving files or supplies.
Ability to lift and carry office materials, files, or packages up to approximately 15-20 pounds on an occasional basis.
Ability to maintain focus and organization while managing routine tasks, interruptions, and multiple priorities.
Ability to travel between firm offices as needed
Ability to perform repetitive filing, scanning, and data entry tasks
This position may be required to assist with additional administrative, operational, or facilities-related duties as assigned to support the needs of the firm.
Saxton & Stump offers a competitive salary, as well as a comprehensive benefits package, including medical, dental, and vision insurance (which start day one of employment), a 401k plan, and the opportunity for professional growth.