Purpose of the Job:

The Archiving Assistant aids the Filing & Library Officer in organizing, directing, controlling and promoting the activities of the BSM Library System.

Responsibilities:

The Archiving Assistant’s principal accountabilities include, but are not limited to:

 Helps the Filing & Library Officer in arranging, archiving, and preserving all records, document sand books in the firm

 Ensures all new entries are communicated to the user community

 Handles all aspects related to shelving/filing/updating material

 Fetches and returns documents and books located in the library / archiving room as required by the Legal Team members / Filing & Library Officer

 Provides photocopies of legal documents taking into consideration data privacy and authorization levels of the requester

 Supervises Archiving room making sure only authorized personnel have access to the files and legal documents

 Coordinates the clearance of documents and files from the Library and Archiving room with legal assistants, legal team members and administrative staff

 Follows the indexing and storing systems and procedures developed and enforced by the Filing & Library Officer for all documents and records

 Assists the Filing & Library Officer with Library System administration by tracking the records/books/files while in circulation and ensuring their return to the Library System in a defined period of time

 Creates and updates monthly reports and statistics as needed as per the Filing & Library Officer’s recommendations and instructions

 Assists attorneys, paralegals, and secretaries in any subject related to the filing / library system as needed