File maintenance including filing and indexing records. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information. Most contact is internal to the organization.

Responsibilities

• Tasks:


• Perform records center operations tasks in accordance with established RIM procedures.


• Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.


• Receive files for entry into Records Management System (RMS); review for accuracy and enters data. Sort, classify, and code material for filing, indexing and shelving.


• Prepare new files within file classification plan, both physical files and electronic files.


• Maintain timely, accurate, and complete filing, interfiling, and indexing as required.


• Generate labels and bar coding as necessary to track files.


• Accurately perform interfiling of loose items on timely basis.


• Perform assigned tasks that support the organization's legal hold process.


• Perform database queries and reports of activities as needed.


• Retrieve and arrange file delivery as requested.


• Access, compile, gather, and issue requested records and information.


• Receive and process records transferred to inactive storage in accordance with established schedules.


• Perform assigned tasks supporting the implementation of the organization's approved retention schedule.


• Scan records as directed, saving images in accordance with ESI policies and procedures.


• Serves as key contact with offsite storage vendors.


• Maintain accurate check out system.


• Maintain confidentiality and privacy of all firm and client files.


• Maintain organized Central File room, or backup file areas as directed.


• Perform backup and disaster recovery processes as directed.


• Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.


• Provide exemplary customer service.


• Handle special projects such as destruction implementation as directed.


• Provide input to management based on current and projected workload.


• Knowledge Of:


• RIM, EDRM, ESI industry best practices.


• Organizational/RIM security requirements, policies, and procedures.


• Personal computer skills.


• Familiarity with MS tools.


• Experience working in a legal environment.


• Experience working with databases and generating report.


• RIM program policies and procedures.


• Organizational requirements regarding records security, classification, and access.


• Skills Sets Required to Perform Successfully:


• Ability to take direction and perform tasks accordingly.


• Build effective and lasting relationships.


• Collect metrics and communicate project status.


• Understand agreements with vendors and service providers; establish good working relationships with vendors and firm employees.


• Communicate appropriately verbally and in writing.


• Excellent customer service skills.


• Team work and sense of urgency as required.


• Seek feedback from others and opportunities to learn new skills.


• Exercise good judgment by making sound and well-informed decisions.


• Ability to learn and become competent with firm's record systems which may include Legal Key, Elite, File Surf, Interwoven and/or Outlook.


• Manage physical boxes.


• Identify conflicting task instructions and notify management.


• Verify appropriateness of authorization.


• Provide customer service.

Qualifications (Education, Experience, and Certifications)

• One or more years of college with specialized course work in administrative management and computer technology.


• Minimum high school diploma or equivalent; Prefer BA or AA; special training in RM a plus.


• Requires experience in operating office equipment such as reprographics equipment, calculators, and reader/printers.


• Strong customer service and communication skills.


• Good typing skills and basic computer skills with diligent attention to detail.


• Records experience helpful or previous filing experience with cataloging systems.


• Attention to detail very important.


• Ability to handle special projects assigned by records specialists/managers.


• Professional appearance, adherence to dress code.


• Prefer candidates with experience in an active records environment.