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File Clerk - Records

Philadelphia - Pennsylvania (PA), 19102

Defender Association of Philadelphia

Job Description:

The File Clerk is responsible for maintaining the Defender Association client files and filing system. The Clerk is responsible for the file flow of all adult Defender client files from initial stage of opening files through closing, storage and/or scanning preparation. This individual must be organized, technological skilled and the ability to consistently update the filing protocols to ensure that the filing system is efficient and meets the Defender Association records management standards.

Major Areas of Responsibility
General Clerical
  • File maintenance, open all Defender client files (review incoming arraignment sheets and open client files for new cases)
  • Maintain file room, track all incoming and outgoing files and ensure that the file room area is clean and the files are orderly and accessible
  • File all correspondence and discharge letters in client files
  • Retrieve files and assist the reception area staff with locating files for client interviews

  • Review closed files and prepare for scanning, pulling all relevant documents and organizing them for the scanning process
  • Scan into Defender closed file database
  • Review scanned files, verifying client case number and correct scan of all documents

  • High School Diploma required.

Experience, Knowledge, Skills and Abilities
  • Ability to organize and maintain a large volume of client files
  • Ability to answer telephones, direct calls to the proper party and take accurate messages
  • Experience working on computers and be familiar with computer programs, i.e. Microsoft Office software programs, is required.
  • Familiarity with criminal justice procedures
  • Ability to work well with others and handle a number of tasks simultaneously
  • Must be flexible, independent, hardworking, positive and display mature judgement
  • Excellent attendance and reliability

Salary - $29,000

To apply, please submit a resume and cover letter addressed to Cara Gibson, HR Specialist.

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