Office Services & Records Clerk in Sacramento, California at BOUTIN JONES INC

The Office Services & Records Clerk supports the day-to-day administrative functions of the Firm. This role is responsible for maintaining onsite and offsite filing and records systems, managing office supply inventory, coordinating library materials, providing backup reception coverage, and overseeing the Cristo Rey student program. The ideal candidate is highly organized, detailed, proactive, capable of managing multiple priorities simultaneously, and committed to maintaining a high standard of professionalism and service.

Key Responsibilities

Records & File Management

• Coordinate the organization, storage, and retrieval of physical and electronic records.
• Maintain accurate records inventory with proper labeling, indexing, and tracking systems.
• Implement and maintain iManage (IRM) electronic records management software.
• Train staff and new employees on IRM file-handling procedures and best practices.
• Guide secretaries, office services staff, and practice groups on records procedures.
• Coordinate indexing and data entry of records sent to offsite storage; handle retrieval and return of offsite files.
• Partner with departments and IT to support records retention and destruction policies.

Library Management

• Update publication materials with the latest releases, supplements, and replacement pages.
• Maintain a comprehensive inventory list of all library and publication materials.
• Before renewing any publication, subscription, or reference item, confirm with relevant attorneys or staff that the item is still needed.
• Coordinate the receipt, routing, filing, shelving, and tracking of updates and new releases.
• Identify outdated, duplicate, or unused materials and coordinate their removal or replacement.
• Liaise with attorneys, staff, vendors, and administrative personnel regarding library needs and updates.

Office Services & Administrative Support

• Monitor, order, and maintain office and kitchen supply inventory; review stock and remove or replace expired products.
• Provide backup reception coverage, including greeting visitors, answering phones, and handling inquiries.
• Provide backup coverage, including daily mail, maintain kitchen areas and conference rooms are in a clean, organized condition.
• Support office events, meetings, and special projects as assigned.
• Assist with On Campus Interviews (OCI) upon request.
• Perform other duties as assigned by management.

Student Program Support

• Supervise and direct Cristo Rey students assigned to the office.
• Assign and monitor daily tasks and projects for student workers.
• Assist with onboarding and training of new student participants.

Qualifications

• AA/AS degree in a business-related field, or at least two years of similar work experience, or an equivalent combination of education and experience.
• Experience with Windows operating systems and Microsoft Office Suite.
• Experience with file management or records management software (iManage preferred).
• Strong interpersonal and communication skills (written, verbal, and telephone).
• High degree of accuracy and attention to detail.
• Mature judgment with the ability to work independently and manage own workload.
• Ability to work effectively under pressure and meet deadlines.
• Familiarity with standard office equipment, including computer, scanner, copier, printer, and fax.

Work Environment & Physical Requirements

This position is based in a professional office environment and follows regular business hours. The successful candidate must be able to lift and move office supplies, files, and other materials weighing up to 35 pounds. The role requires the ability to bend, reach, and stand for extended periods while managing filing systems and other administrative tasks. Candidates should also demonstrate flexibility and a willingness to support reception functions and assist with other office operations as needed to ensure efficient day-to-day business activities.

This is a full-time, non-exempt, in-office position with competitive pay and benefits. Hourly range: $25.00-$30.00 depending on experience, qualifications, and demonstrated knowledge of legal records, offices services, and records-management systems.