A File Clerk maintains paper or electronic records for a company or organization. Enters data and organizes and retrieves files. Makes copies and scans of documents.
Saguaro Legal is a growing immigration law firm serving individuals and families throughout Arizona and beyond. Our work often affects the most important parts of our clients' lives, and maintaining accurate, complete, and exceptionally organized files is essential to providing excellent legal representation. We are looking for a dependable, energetic, and extremely detail-oriented File Clerk / Administrative Assistant to take ownership of our physical files, assist our Front Desk Specialist, and help keep our office organized and running smoothly. This is an important, hands-on position for someone who takes genuine pride in keeping things orderly, notices when something is out of place, and follows through until every detail is correct. Primary Responsibilities Take ownership of all physical client files Create, organize, update, label, retrieve, and properly store physical files Maintain an exceptionally clean and organized filing system Ensure documents are placed in the correct client file and appropriate section Regularly review and audit files for missing, misplaced, duplicated, or incorrectly filed documents Locate requested files and documents quickly for attorneys and staff Track files when they are removed from their assigned location and ensure they are promptly returned Prepare physical files for attorney review, hearings, consultations, and other appointments Scan, copy, print, label, assemble, and organize documents Travel to immigration court and other government offices to obtain copies of court records and other documents Make Costco and other supply-store trips to replenish office supplies Monitor office inventory and notify the appropriate person before essential supplies run out Organize and properly store incoming office supplies Assist the Front Desk Specialist as needed Greet clients and visitors in a friendly and professional manner Accept, copy, scan, and properly route documents delivered by clients Help maintain a clean, welcoming, and organized reception area Assist with administrative projects and other office responsibilities as assigned Protect confidential client and firm information at all times The Ideal Candidate The ideal candidate is someone who: Is extremely detail-oriented and highly organized Takes personal responsibility for maintaining order and accuracy Can create and consistently follow organizational systems Notices small errors before they become larger problems Does not leave papers, files, or tasks unfinished Can work independently without constant supervision Is dependable, punctual, and honest Communicates clearly and professionally Is friendly and compassionate when interacting with clients Can handle interruptions while remaining accurate and organized Is comfortable working in a busy law-office environment Is willing to ask questions when something is missing or does not look correct Can prioritize responsibilities and complete assignments on time Understands that "close enough" is not acceptable when handling legal files Required Qualifications Valid driver's license Reliable personal transportation Current automobile insurance Ability to travel locally to courts, government offices, Costco, and other businesses Basic computer and office-equipment skills Ability to use scanners, printers, copiers, email, and document-management systems Ability to safely lift and carry file boxes, paper, and office supplies Ability to maintain strict confidentiality Preferred Qualifications Previous experience in a law office, records department, administrative office, or other professional environment Experience maintaining physical files or confidential records Experience working in a fast-paced office Bilingual English and Spanish skills Familiarity with legal documents or immigration matters Prior legal experience is helpful but not required. We are willing to train the right person who demonstrates exceptional organization, reliability, professionalism, and attention to detail. What Success Looks Like A successful File Clerk at
Saguaro Legal:
Knows where every physical file belongs Can quickly locate any file requested by an attorney or staff member Keeps documents accurately filed and easy to find Maintains an orderly and professional file room Notices and corrects filing problems before being asked Keeps the office properly stocked Completes court and office errands reliably Provides helpful support to the Front Desk Specialist and the rest of the team Consistently follows through on every assigned task This position may operate behind the scenes, but it plays a critical role in the success of our attorneys, staff, and clients. How to Apply Please submit your résumé and a brief response answering the following questions: Why do you consider yourself an exceptionally organized person? Describe a filing system, workspace, inventory, or collection of records that you have organized or maintained. How do you make sure small but important details are not overlooked? Why are you interested in joining Saguaro Legal? We are looking for someone who takes pride in doing things correctly, maintaining order, and becoming a dependable part of our team.
