Job Details
Success is always within your reach at Locke Lord.
Locke Lord is a premier full-service law firm that has earned a solid reputation for complex litigation, regulatory and transactional work on behalf of clients in important and growing industry sectors around the world.
At Locke Lord, our diverse and inclusive culture of collegiality and collaboration - core values of the Firm - across all of our offices and practices is ultimately reflected in our client experience by culminating in a deep understanding of our clients' businesses.
Locke Lord is proud to uphold a collective sense of integrity. Our Firm invests in your professional growth, whether you are a seasoned professional or a recent graduate. In addition to lawyers, we hire problem solvers to deliver creative solutions across numerous disciplines, including marketing, technology, accounting, human resources, practice support and office services. We reward our employees with a team oriented work environment, competitive salaries, and a comprehensive benefits program.
General Statement of Duties:
The Records Specialist is responsible for all daily tasks necessary to create and maintain client files throughout their lifecycle.
Duties & Responsibilities:
- Execute defined procedures to ensure compliance with records management policies and procedures according to the Firm's established standards
- Maintain a thorough working and training knowledge of the records management system and its functionality
- Describe procedures and standards to others; interprets instructions; maintains documentation of procedures
- Using the Firm's records management system to perform all day-to-day tasks associated with file creation, circulation, maintenance, storage and final disposition
- Perform specialized data entry and file maintenance duties including; assembly, interfiling, scanning and detailed indexing of records according to established processes and organizational requirements
- Maintenance and tracking of physical files throughout the matter lifecycle
- Prepare files, pack boxes and arrange for retrieval, pick-up, and delivery of files/boxes within the Firm and to/from off-site storage
- Shift and organize physical files to maximize space to store active matter files
- Coordinate regular destruction tasks and special destruction projects with offsite storage vendor
- Coordinate regular destruction tasks through the records management system of electronic files eligible for destruction
- Comply with procedures to identify, track and manage client files that are subject to ethical walls and litigation holds
- Support management of workrooms including inventory control, tracking and disposition
- Participate in records audits and cleanup projects
- Compile accurate and complete system generated reports using specific criteria
- Order and manage inventory of departmental supplies
- Must be available and responsive to attorney, secretary or paralegal questions and concerns
- Assist end users in adoption and utilization of records management best practices
- Other duties as assigned
Education & Experience:- Bachelor's Degree is highly preferred
- 2+ years of records management experience, preferably in a law firm
- Working knowledge of records management principles and best practices
- Working knowledge of document management systems preferred. Experience with iManage a plus
- Ability to work independently, with minimum supervision
- Demonstrated aptitude for problem-solving, attention to detail, and managing issues to satisfactory closure
- Proven resilience and adaptability in a fast-paced work environment
- Excellent organizational, interpersonal, communications (both oral and written) and customer service skills with the ability to interact effectively with all levels of Firm personnel
- Solid working knowledge of Microsoft Office programs. Experience with FileTrail a plus
- Must be able to routinely retrieve and distribute files, boxes and supplies weighing up to 40 pounds; operate carts or other similar device; retrieve/replace files/boxes from shelves of up to eight feet high
Additional Information:Supervisory Responsibility - This position has no direct supervisory responsibilities.
Work Environment - This position operates in a professional office environment.
Position Type/Expected Work Hours - This is a full-time, temporary position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. Occasional evening and weekend work may be required as job duties demand.
Travel - Little to no travel is expected for this position.
Locke Lord LLP is an Equal Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, color, religious creed, sex, national origin, citizenship status, ancestry, age, sexual orientation, gender identity or expression, marital status, domestic partner status, civil union status, genetic information, disability, veteran status or other classifications that are deemed to be protected under federal, state and/or local laws. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.