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Records Manager

3 months ago

Miami, United States Ascension Global Staffing & Executive Search Full time
Job DescriptionJob DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.Our Am Law 100 client, a global law firm, currently has an excellent full-time employment opportunity in the Records Management Department of their Florida offices. They offer competitive compensation and an excellent benefits package.Position Summary:The Records Manager is responsible for all aspects of records management and processes, including electronic and physical file maintenance in one or more offices. This position requires the individual to be a subject matter expert in Records Operations and to actively assist with and oversee the records team’s daily work activities.The Records Manager is required to work on-site full time (five days per week). Some travel will be required.Duties & Responsibilities:
  • Demonstrates solid knowledge of RIM policies and procedures, data privacy issues (HIPAA), and electronic data management
  • Manages all aspects of onsite and offsite file management including:
    • Label review, validation, printing, and provision
    • Location tracking
    • Onsite and offsite collection audits
    • Processing collections for transfers for departing attorneys and clients
  • Ensures compliance with Legal Holds and Ethical Walls, including:
    • Ensures access controls for files under Ethical Wall
    • Ensures integrity of files under Legal Hold while in circulation
  • Records Team Management including:
    • Creates and tracks work assignments, providing direction as necessary
    • Conducts performance management, coaching, and staff development and training
  • Manages and champions local office electronic transformation
  • Provides secretarial and staff training
  • Conducts welcome and orientation meetings with new lawyers
  • Creates process and rigor around meetings and project planning to ensure the most effective results out of team meetings
  • Appear on camera for meetings with co-workers or external parties via video chat
Skills & Competencies:
  • High attention to detail, outstanding organizational skills, and the ability to manage time effectively
  • Analytical with strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills
  • Ability to work under pressure to meet strict deadlines, adapt to a fast-paced, high pressure environment to achieve business goals and objectives
  • Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation, including active listening and ability to convey information clearly
  • Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented
  • Recognize confidential, sensitive, and proprietary information and maintain confidentiality
  • Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
Qualifications & Prior Experience:
  • Bachelor’s Degree or equivalent experience is preferred
  • 3+ years of Records Management or related experience
  • 1 to 3 years supervisory experience required, preferably in a law firm or other professional services firm
  • Strong technical skills required, experience with records management databases such as iManage Records or FileTrail preferred