Records Management Specialist

Legal Records Specialist

Roseland, NJ

What You Will Do

• Under the direction of the Records Manager, the Legal Records Specialist, is responsible for a variety of tasks. Work hours vary and may include overtime.

Essential Job Requirements

• Oversee and assist various client services, including transfer of files to and from clients and other external parties.
• Oversee and assist with the Firm’s file retention and disposition procedures.
• Utilize the Firm’s Conflicts database to process unidentified mail.
• Back-up Manager with the orientation of attorneys and paralegals, providing training on Firm’s records policies and procedures for same as well as refresher courses to existing secretarial and paralegal staff.
• Back-up Manager with maintaining relevant department information on the Records page on the firm intranet (HUB).
• Assist Manager with special projects and regularly communicate project status.
• Assist Manager with implementation of departmental policies and procedures.
• Work to improve current record-keeping processes.
• Build and maintain excellent working relationships with other support departments.
• Provide guidance to Records Assistants.
• Seeking feedback from others and opportunities to master new skills.
• Input, update and search for data in the records management system.
• Retrieve, deliver and pick up files as requested.
• Move boxes within buildings (often requiring heavy lifting).
• Coordinate deliveries and pick-ups with offsite storage vendor.
• Organize and maintain all file rooms and stack area.
• Interfiling of documents for files in storage and special projects as requested.
• Participate in knowledge-building professional activities, such as industry-specific list services and memberships in professional groups.
• Stay abreast of best practices in records management environment.
• Other tasks as assigned.

Skills, Knowledge, and Abilities

• Five or more years of legal records management experience.
• Considerable knowledge of records retention and storage procedures.
• Strong computer and database skills.
• Advanced knowledge of legal-specific automated records management systems, preferably File Trail and iManage.
• Knowledge of Microsoft Word, Excel, and Outlook.
• Advanced oral and written communication skills.
• Strong analytical, interpersonal, and organizational skills.
• Analytical person who works well under pressure.
• Ability to manage several projects concurrently while producing necessary results and meeting deadlines.
• Ability to interact effectively with internal client base, always upholding a professional and cooperative demeanor.
• Strong customer service skills and ability to work in a team environment.
• Excellent organizational skills.
• Strong leadership abilities.
• Ability to maintain a reliable attendance record, arriving to work in a timely manner and observing prescribed work breaks and meal periods.
• Become familiar with and adhere to all Firm policies and procedures.
• Ability to work overtime when needed.
• Physical ability to lift fifty (50) pounds.

Schedule: Full-time, Fully Onsite, Monday through Friday, 9:00 am-5:00 pm ET. Work hours vary and may include overtime. This role requires four (4) days per week in the Roseland, NJ office and one (1) day per week in the New York office. This position requires 100% on-site presence.

Amount of Travel Required

New York Office: One day per week (Thursdays)

Washington, DC Office: Occasional travel as needed

The expected salary range for candidates meeting the requirements of this position is $70,000-$75,000.00, plus overtime and bonus. The range provided is the salary that the firm in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Their benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.