How to hire a legal file clerk

How to hire a legal file clerk, step by step

Here's a step-by-step legal file clerk hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a legal file clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new legal file clerk
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The legal file clerk hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A legal file clerk's background is also an important factor in determining whether they'll be a good fit for the position. For example, legal file clerks from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of legal file clerks.

   Type of Legal File Clerk	Description	Hourly rate
   Legal File Clerk	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$11-19
   Document Clerk	Document clerks are employees who are responsible for tracking and controlling technical documents according to the business standards of an organization. These clerks are required to scan and photocopy business-related documents such as client files, correspondence, and company records... Show more	$12-17
   Clerk	Clerks are responsible for many of the general administrative tasks in the office. They are in charge of manning office telephone lines, managing incoming and outgoing mails, filing paperwork and other needed records, scheduling and documenting meetings, typing out documents when needed, disseminating memos and other official announcements, and keeping an inventory of office equipment and supplies... Show more	$11-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Litigation
   • Legal Correspondence
   • Law Firm
   • Paralegals
   • Office Equipment
   • Legal Research
   • Subpoenas
   • Numerical Order
   • Legal Assistants
   • Front Desk
   • Off-Site Storage
   • Offsite Storage
   • Office Machines
   • Real Estate

   Check all skills

   Responsibilities:

   • Maintain and manage database with clinical details and digital radiology imaging.
   • Execute an individual project for the communications department by digitizing old newsletters to preserve pictures and information in an online database.
   • Master use of CaseMap and LexisNexis technologies.

3. Make a budget

   Including a salary range in your legal file clerk job description is one of the best ways to attract top talent. A legal file clerk can vary based on:

   • Location. For example, legal file clerks' average salary in oklahoma is 31% less than in washington.
   • Seniority. Entry-level legal file clerks 40% less than senior-level legal file clerks.
   • Certifications. A legal file clerk with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a legal file clerk's salary.

   Average legal file clerk salary

   $15.13hourly

   $31,479 yearly

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   Entry-level legal file clerk salary

   $24,000 yearly salary

   Updated January 31, 2026

4. Writing a legal file clerk job description

   A legal file clerk job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a legal file clerk job description:

   Legal file clerk job description example

   This position offers a $500 SIGN ON BONUS for new Ricoh Team Members!!
   
   Come Create at Ricoh
   
   If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.
   
   Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information-how it is collected, stored, managed, and shared-to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.
   
   Invest in yourself
   
   At Ricoh, you can:
   
   * Choose from a broad selection of medical, dental, life, and disability insurance options.
   * Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
   * Augment your education with team member tuition assistance programs.
   * Enjoy paid vacation time and paid holidays annually.
   * Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.
   
   POSITION PROFILE
   
   Supervises the day-to-day operations of a specified 1 to 3 person site within a legal office environment. Reports directly to an Account Manager and works to provide employee developmental support. Will also assist in employee relations matters as it pertains to supervising and directing. Works to develop, implement, and review procedures for compliance and improvement. Prepares, creates, validates, and invoices client(s) as per the customer's billing needs. Must possess excellent interpersonal and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others. The Site Supervisor is the point person for customer issues as well as providing direction for issue resolution. Works directly or indirectly assisting the site operations with any of the following office functions: copy, production, and scanning, fax, mail, and shipping, hospitality assistance, conference room set up and scheduling, receptionist backup, facilities support, and inventory control. Works to maintain and control an acceptable profit level within the site while looking for additional service offerings to enhance the customers work flow.
   
   JOB DUTIES AND RESPONSIBILITIES
   
   LEGAL ENVIRONMENT JOB RESPONSIBILITIES
   
   Possess the legal background to understand client matter work flow, such as:
   
   * Charge back to firm and/or clients for work, supplies, hours, etc.
   * Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.).
   * Familiar with legal records management processes.
   * Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.
   * Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).
   
   OTHER DUTIES AND RESPONSIBILITIES
   
   * Responsible for the effective implementation and management of the RICOH Service Excellence methodology.
   * Functions as a working supervisor, assisting in the daily tasks and operations as per the customer contract.
   * Handles formal contact with the customer daily.
   * Handles highly confidential documents that may be time sensitive.
   * Provides quality work due to the sensitive nature of documents and projects that are required in a legal environment.
   * Responsible for understanding the law firm structure and hierarchy while interacting and providing professional support to firm associates (legal secretaries, project managers, paralegals, associates, and partners).
   * Responsible for job accuracy on project work that may require an expedient turnaround and have a tight deadline.
   * Provides training on workflow and machine operations when necessary.
   * Ensures payroll accuracy by overseeing and correcting all time clock punches.
   * Achieves shift profitability (cost of goods) by effectively supervising the labor, materials, and supplies.
   * Operates shifts and maintains quality of work to comply with audits and deadlines.
   * Meets quality and deadline standards by the effective use of job scheduling practices.
   * Maintains efficient workflow by holding direct reports accountable for quality and efficiency of their work.
   * Facilitates resolution of issues concerning pricing, orders-in, and invoicing.
   * Ensures all direct reports execute objectives using tools such as: a developmental plan, ninety (90) day plan, and regular performance reviews.
   * Posts reports showing productivity, quality, and deadline results.
   * Maintains positive internal working relationships with all department employees by communicating in a professional manner.
   * Completes site reports and other paperwork on time and accurately.
   * Completes month-end management report.
   * Assists the account manager with review of the monthly financial reporting.
   * Performs other duties as assigned.
   
   QUALIFICATIONS (Education, Experience, and Certifications)
   
   * Requires a high school diploma or GED and 2+ years of experience in a related field.
   * Minimum of 2 years experience in the legal industry is strongly preferred.
   * Preferred experience with different types of law and the different departments such as: criminal, civil, corporate, real estate, bankruptcy, intellectual property, etc.
   * Preferred computer experience and proficiency working with programs such as: Word, Excel, PowerPoint, Adobe (pdf), and legal software.
   * Preferred experience in delivering classroom and/or informal training sessions.
   * Preferred experience in operation of the most advanced machines, performing complex jobs.
   
   Ricoh is an EEO/Affirmative Action Employer -- Minorities/Women/Protected Veterans/Disabled.

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5. Post your job

   To find legal file clerks for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any legal file clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level legal file clerks with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your legal file clerk job on Zippia to find and recruit legal file clerk candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit legal file clerks, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new legal file clerk

   Once you've decided on a perfect legal file clerk candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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