Records Specialist, AMS Staffing, Providence, RI
Posted March 29, 2022
Description:
The Records Specialist is responsible for all daily tasks necessary to create and maintain client files throughout their lifecycle.
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.
- 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.
Qualifications:
- Bachelor’s Degree is HIGHLY PREFERRED.
- Minimum 2+ years of records management experience, preferably in a law firm, preferred.
- Working knowledge of records management principles and best practices.
- 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, Outlook, and FileTrail.
- Must be able to routinely retrieve and distribute files, boxes and supplies weighing up to 25 pounds; operate carts or other similar device; retrieve/replace files/boxes from shelves of up to eight feet high.
How to Apply:
Please send resume in WORD format if you are interested in this Records Specialist opportunity with our client in Providence RI 02903 (Preferred) OR Boston MA 02199. This is a full-time, direct-hire position with a salary between 45-50K. If you are not interested, please pass along to your colleagues as we do pay referral fees.
- Location: Providence RI 02903 (PREFERRED) OR Boston MA 02199
- Term: Full-time, Direct-hire
- Sponsor/Transfer Visas: NO
- Bachelor’s degree required: HIGHLY Preferred
- Salary: 45-50K
- Work environment: 100% in the office
- Work hours: Mon – Fri 8:30am-5:30pm
- Interview process: 2 video interviews (1-hour in length)
Notes from hiring manager:
- Records Management Certification is a HUGE PLUS
- iManage experience highly preferred (or similar)
- FileTrail experience highly preferred
- Must be able to lift 25lb boxes
- Impeccable Customer Service required
- Attention to detail is a MUST HAVE
- Will commute to off-site storage location on a regular basis
- Position will have interaction with Legal Secretaries and Lawyers
- Some occasional weekends/nights will be required