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
• 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 highly preferred
• Minimum 2+ years of records management experience, preferably in a law firm
• 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 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 position. Days and hours of work are Monday through Friday, 8:00 a.m. to ‎‎5:00 p.m. Occasional evening and weekend work may be required as job duties demand‎.

Travel – Little to no travel is expected for this position‎.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Providence, RI: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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