What are the responsibilities and job description for the Records Assistant - Part Time position at Amundsen Davis, LLC?

Amundsen Davis, a full-service business law firm, is seeking a part-time Records Assistant to join our Downtown Milwaukee office.

SUMMARY

This position will be a part of the Records Department, is a dynamic group dedicated to assist with record maintenance, electronic and paper records across all Amundsen Davis offices. The Records Intern will assist with paper and electronic files, documenting the location of the electronic files, and other records duties required for our Wisconsin Offices. Intern(s) can expect to work on projects that include : filing, scanning, data entry, file organizing, inventorying records, preparing boxes for off-site storage, while supporting Firm’s Information Governance (Records) policy. Only with day-to-day requirements, this role will be responsible for initiatives and projects that frequently span multiple offices, legal practice areas and / or administrative departments and involve direct interactions with attorneys, legal and administrative staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Provides multi-office records support including but not limited to the following :

Assist the Record Department with the maintenance of both electronic and physical records
Work on projects related to transferring and recalling boxes to and from the offsite facility
Monitor and maintains procedures to comply with the firm’s records-related projects
Performs data entry, scanning, filing, report preparation, and file organizing
Index contents of files and prepare boxes for archiving
Access, store, and retrieve inactive files as needed
Provide support for research, setup, and varied records-related projects
Use Records Management software to track and file locations
Answer phones and serves as a backup for front desk or facilities tasks as needed
Periodic travel to other offices to assist Records Department with record maintenance
Has no direct supervision of others.

QUALIFICATIONS

Education and / or Experience

Associate Degree is preferred

Some experience in a law firm records department, preferred but not required

Proficiency using iManage (DMS), PDF software and Microsoft Office (Word, Excel and Outlook) is required

Skills and Abilities

Demonstrates understanding of records maintenance duties such as filing, scanning, records maintenance, document classification, and offsite storage. Understands policy and process distinctions between legal representation records and Firm administrative records.

Strong attention to detail and organizational skills

Self-motivated and an independent thinker

Maintain confidentiality of client and firm records is a must

Ability to handle multiple priorities at one time

Ability to lift up to 45 pounds and use a 4 foot ladder. Along with being able to stand, reach with hands and arms, and stoop, kneel, crouch or crawl.

Ability to use all office equipment including but not limited to a MFD and computer.

Good knowledge of basic clerical process including filing, sorting.

COMPETENCIES

To perform the job successfully, an individual must demonstrate the following competencies.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.

Customer Service - Be service oriented with ability to effectively interact with all levels of personnel. Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.

Oral and Written Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions. Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Able to explain complicated concepts to customers. Ability to work with customers to solve difficult problems.

Teamwork - Work effectively as a team member as well as independently. Balances team and individual responsibilities.

Change Management - Develops workable implementation plans; Communicates changes effectively; Prepares and supports those affected by change.

Delegation - Delegates work as deemed needed.

Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time. Excellent organizational skills; analytical, detail oriented and methodical. Able to adapt to shifting priorities.

Judgment - Displays willingness to make decisions; Exhibits solid and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Strong analytical skills, use good judgment and make good decisions

Planning / Organizing - Uses time efficiently; Organizes or schedules other people and their tasks.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Acts in a professional manner at all times.

Quality - Demonstrates accuracy and thoroughness.

Quantity - Meets productivity standards; Completes work in timely manner; Works quickly.

Safety and Security - Observes safety and security procedures; Uses equipment and materials properly.

Adaptability - Manages competing demands; Able to deal with frequent change, delays, or unexpected events. Ability to work under pressure with interruptions

Reliability - Is consistently at work and on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments and meets deadlines.

About the Firm

Amundsen Davis is a full-service business law firm comprised of 240 attorneys headquartered in Chicago. As one of the fastest growing law firms in the Midwest, we understand the entrepreneurial thinking that drives business decisions for our clients. We use this insight to respond to the needs of clients creatively, expediently and pragmatically. The firm handles the transactional, labor and employment, and litigation needs of companies across the U.S. Our experience in both litigated and transactional matters makes us a unique partner for your business. The law firm has offices in the following locations : Chicago, Crystal Lake, St. Charles, and Rockford, IL; Columbus, OH; Milwaukee, Appleton, Brookfield, Green Bay, and Madison, WI; St. Louis, MO; and Indianapolis, IN.

Amundsen Davis is an Equal Opportunity Employer. We support and encourage workforce diversity. We do not discriminate because of an individual's race, color, religion, gender, national origin, sexual orientation, gender identity or expression, ancestry, citizenship, creed, marital status, veteran status, age, family care giving responsibilities, genetic profile or predisposition, pregnancy or disability with respect to hiring, promotion, firing, compensation, or other terms, conditions, or privileges of employment.

This position is not open to recruiters.

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