Records Clerk

Description

Overview:

GableGotwals is a full-service law firm with nearly 100 attorneys and more than 70 other professionals in Oklahoma and Texas. We represent a diversified client base across the nation, and our connections and reach are global. Fortune 500 corporations, privately owned companies, entrepreneurs, foundations, and individuals entrust us every day with the stewardship and strategic management of their legal challenges. We are well known for our high-quality legal services provided by an experienced group of litigators and transactional attorneys who have been recognized by Benchmark Litigation, Chambers USA, Best Lawyers in America, Oklahoma Super Lawyers, and several federal, state and county bar associations. GableGotwals has been recognized by The Oklahoman as a Top Workplace for six years running. We have been recognized as a 2025 USA Today Top Workplace, a Top Inclusive Workplace by MOSAIC, and a VETS Indexes Recognized employer. The Firm has been named to VAULT’s Top 150 under 150 list for eight consecutive years. We provide a highly engaged, collaborative, team-based approach to doing life at work while we serve our clients with excellence not only throughout Oklahoma and Texas, but across the U.S.

Why Join Us:

Our purpose is to deliver exceptional legal services using our diverse skills and experience and to enrich our team and community. We strive to exhibit our core values in all that we do. Our core values are:

• Excellence – Provide the highest level of service to internal and external clients.
• Integrity – Uphold the highest ethical standards.
• Collaboration – Work together with collective skills experience, and efforts for optimal results.
• Support – Maintain a positive, respectful environment that embraces diverse perspectives and needs among clients, team members, and community.

Benefits:

• Eligible for health insurance (including dental) on day one
• Free Teladoc appointments
• Group term life insurance and long-term disability insurance
• Supplemental life, vision, AFLAC, and pet insurance
• Medical and dependent care flexible spending accounts
• 401(k) and profit-sharing plan
• PTO, sick leave, and floating holiday
• Paid parental leave
• Most positions are eligible for twenty-six remote days per year
   

Position Summary:

The Records Clerk plays an essential role in ensuring that the Firm runs smoothly. This role is part of the Records/Conflicts team and will serve as a backup to Reception and Conflicts. This individual is responsible for using the firm’s electronic conflicts and records application (Elite 3E) to execute a large variety of functions involving the full lifecycle and management of firm administrative and client files (both physical and electronic), as well as active and inactive, on-site, and off-site records. This role is also responsible for scanning records to the Firm’s electronic document management system and maintaining these records. As a backup to conflicts, this individual will review potential conflicts of interest between clients, matters, and attorneys, utilizing the firm’s conflict management system. This role will collaborate closely with attorneys and their legal assistants to gather necessary information, provide conflict-related information, and document resolutions. As the stand-in receptionist, this individual will welcome clients/visitors by greeting them, in person or on the telephone, determining the nature of business and directing visitors/callers to their destination. At times, this role is fast paced with pressured deadlines. At other times, this individual needs to be self-motivated to work on assigned tasks or projects or seek out work from supervisor. Remote work is not available under the Firm’s remote work policy as this position is essential.

Essential Job Functions:

• Understand and comply with Firm policies and procedures pertaining to opening and closing of client and matter numbers, conflict searches, processing file transmittals, on-site and off-site records storage, proper destruction of files that have reached the end of their retention period, and processing legal abstracts and maintaining receipts
• Ability to manage and prioritize multiple responsibilities and communicate with attorneys or their legal assistants regarding records or conflicts checks
• Process Records help desk requests (some with complexity) to completion
• Open and close client matters when necessary
• Receive and execute client and matter level additions and corrections, including names and addresses, emails, and phone numbers
• Organize and maintain physical/electronic records
• As a backup to the Conflicts role, manually open client matters, link parties to specific matters, and update records as appropriate, and perform conflict checks.
• Maintain a familiarity of the features of the Firm’s technologies to include Elite 3E, NetDocuments, Microsoft Office Word and Outlook, and the Firm’s Intranet
• Answer phone and direct calls as appropriate, ensure that conference rooms are stocked, clean, and ready for meetings throughout the day, handle lunch requests, report any building maintenance issues to the building, and perform closing duties.
• Other administrative duties relate to records/conflicts or reception as assigned

Qualifications

Required Skills:

• Maintain a positive, “can-do” attitude, while working in a fast-paced working environment
• Clear and effective communication and strong people skills; strong grammar, spelling, and punctuation
• Able to work independently or as a team in a collaborative environment
• Strong diligence with great emphasis on accuracy and quality
• Advance knowledge of MS Word, Excel, Outlook, PowerPoint, and Adobe Acrobat
• Operate standard office equipment such as telephones, conferencing equipment, photocopiers, scanners, postage machines, etc.
• Use proper judgement and discretion when dealing with sensitive, confidential information
• Ability to manage stressful situations in a professional and courteous manner
• Excellent attendance record, being dependable and trustworthy
• Assist as requested and willingly help others within their departments when available
• Must possess a valid driver’s license

Physical Demands:

While performing the duties of this job, the employee will be required to read from hard-copy paper and computer screen, sit, talk, hear, use wrist, hands, and fingers repetitively to type, write, operate computer and other office equipment/machinery, handle and grasp paper and other office objects. Additionally, the person in this position will remain in a stationary sitting position about 90% of the time working on a computer; occasionally moving around the office to visit and meet with others and/or attend meetings, access file cabinets, use office machinery, etc., which may require walking, bending, and lifting of items up to 25 lbs. The typical office environment is of moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain. Little to no travel is expected for this position.

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Acknowledgement

Gable Gotwals is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law