Legal File Clerk

HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists - even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.

Summary:

The Legal File Clerk will provide records management support for the Office of the General Counsel (OGC). They will convert hard copy HHMI business records to soft copy versions and organize the records. The person in this role will work primarily on site to convert records, but there may be an opportunity to have a more hybrid schedule. The Legal File Clerk will work under direct supervision of and report to the Legal Operations Business Analyst.

This is a time-limited position for one year.

In this role you will...

• Maintain an efficient filing system and secure and protect the privacy of paper and electronic HHMI business records.

• Convert paper HHMI business records into electronic format and upload converted records into the OGC content management system; confirm that scanned records are clear and legible.

• Check and correct documentation and placement of previously filed records.

• Work collaboratively with other OGC staff to ensure the integrity of HHMI business records and to streamline and improve processes where possible.

• Discard HHMI business records when required, by destruction or transfer to offsite storage, according to established records management policies and procedures; engage with the outside storage vendor to assure safe retrieval or archiving of records.

• Perform other duties as assigned by the direct supervisor or others with supervisory authority over this position.

Education and Experience:

• High school diploma or equivalent

• 1-2 years of work experience in an administrative support role, legal filing experience a plus

• Experience working with content management system, preferred

Skills and Abilities:

• Motivated, with high personal and professional standards of integrity and ethics

• Maintain confidentiality of sensitive information handled by OGC

• Strong solid understanding of Microsoft Office 365 applications, with an ability to quickly learn new technical solutions

• Solid understanding of or ability to learn to use office equipment

• Strong attention to detail and highly organized

• Excellent communication skills (written and verbal)

• Ability to work independently with minimal oversight as well as collaboratively with all levels of personnel

• Ability to perform occasional heavy lifting of file boxes

• Demonstrate creative problem-solving, and maintain a positive demeanor

• Seek ways to accomplish the functions of the OGC with higher quality and greater efficiency

Application Directions:

To apply, please include a cover letter stating how your qualifications and experience match the requirements and how your experience will support HHMI in its mission.

Physical Demands of Position

While performing the duties of this position, the employee works in an office setting. The employee must be able to operate computers and related office equipment. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or box of files). The ability to communicate and exchange information with others is required. Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our site to learn more.