Office Assistant Mail & Records Clerk

Position Summary:

Javaheri & Yahoudai, A Professional Law Corporation (J&Y Law), a premier personal injury law firm, is seeking a dependable and detail-oriented Office Assistant – Mail & Records Clerk to manage incoming and outgoing mail, assist with case-related documentation, and provide general office support. This role is essential in maintaining timely document flow and helping ensure that our legal team has accurate and organized records.
Key Responsibilities:

Mailroom & Document Handling

· Sort, scan, label, and distribute all incoming physical and electronic mail

· Prepare and send outgoing correspondence via USPS, FedEx, and courier services

· Track and log mail received and ensure prompt routing to the correct staff or department

· Scan and upload legal and medical documents into the case management system (Litify)

· Maintain organized digital and physical filing systems for case-related mail and records

Clerical & Administrative Support

· Deliver documents between departments, attorneys, or external locations as needed

· Assist in assembling and preparing case files for internal review or legal proceedings

· Perform photocopying, labeling, and filing of documents with strict attention to detail

· Support the records team with retrieval and file management

· Maintain cleanliness and organization of mailroom and supply areas

Office Logistics

· Monitor mail supplies and alert supervisor when reorders are needed (e.g., envelopes, labels)

· Ensure mailing equipment (postage machines, scanners) is functional and report maintenance needs

· Assist with basic office errands and tasks as requested by administrative leadership

Qualifications:

· Prior experience as a mail clerk or in an administrative office support role preferred

· Familiarity with scanning, labeling, and file naming conventions in a legal or medical office

· Basic knowledge of Microsoft Outlook, Word, and scanning software

· Strong organizational and time management skills

· Ability to lift boxes or mail bins (up to 25 lbs) and remain on feet for extended periods

· Must be reliable, punctual, and detail-focused

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Core Competencies:

· Accuracy and attention to detail in repetitive tasks

· Professionalism and discretion when handling sensitive legal documents

· Dependability and ability to follow through on daily task lists

· Willingness to support a collaborative team environment

Compensation & Benefits:

· Competitive hourly wage based on experience

· Employer-paid health benefits

· Paid time off, sick leave, and observed holidays

· Supportive team culture with potential for internal growth