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Records Specialist I

3 months ago

Houston, United States Vinson and Elkins Full time
Position Overview

The Records Specialist I is responsible for managing the firm's client and administrative materials, both physical files and certain electronic materials; maintaining and updating data on materials to ensure information remains current; coordinating storage and retrieval of files stored offsite; and providing service support and assisting end users with troubleshooting in the records system and with the firm's guidelines around records management.

Primary Duties and Responsibilities
  • Coordinate the process around files going to, and being retrieved from, offsite storage, including communicating with the storage vendor, reviewing the files for content issues and accuracy, and working with the end users on correcting mistakes and ensuring the file data is correct.
  • Assist with the analysis, coordination and data management of departing attorneys and client file releases.
  • Execute the creation, maintenance, retrieval and disposition of records in accordance with policy requirements.
  • Coordinate retrievals of materials from, and new materials for delivery to, the offsite storage facilities.
  • Maintain and update data on files in the records management system.
  • Respond to requests and questions sent to the records help desk, including troubleshooting of general issues and those related to the records management software.
  • Print and distribute file labels; review label requests submitted and report on same.
  • Coordinate pickup and delivery of boxes to and from Records Department; perform internal box moves within Records Department; perform initial review and analysis of box contents.
  • Coordinate the secure shredding bins/console service schedule and respond to end-user requests regarding same; work with vendor on execution of processes onsite, prepare reports for management related to secure shred bin/console statuses, volumes, and other data points as necessary.
  • Assist with research on client and firm records as needed; respond to end user inquiries.
  • Participate in development of training materials and assist in departmental and firm-wide training sessions on records management-related topics.
  • Conduct regular quality assurance audits on files.
  • Assist with regular audits of engagement letters and related materials filed in NetDocuments; correct data and work with end users as necessary.
  • Monitor and manage flow of boxes onsite and communicate status of available onsite shelving to Manager.
  • Conduct annual audit of allocated attorney file cabinet space and coordinate assignment of same.
Secondary Duties and Responsibilities
  • Act as back-up for other employees in the department.
  • Perform other duties and responsibilities as assigned by the Records Manager.
Working Conditions
  • Job is performed in a typical office environment, but is sometimes subject to time pressures and constraints.
  • Occasional overtime may be required.
  • Must be capable of lifting up to 30 pounds without assistance.
  • Requires sitting at a desk for extended periods of time, using a PC work station for extended hours.
Education
  • High School Diploma or equivalent; some college or business school preferred.
Experience
  • Minimum two years general office experience; records management experience required; law firm experience preferred.
Special Knowledge
  • Business English, spelling, grammar and punctuation. Must have ability to work under pressure, manage time, multi-task and prioritize workload with minimal supervision.
Technical Skills
  • Knowledge of information technology practices, systems and database reporting.
  • Working knowledge of Microsoft Suite programs required, specifically Word and Excel; skilled in the use of computer software programs and computer keyboard devices.
  • Working knowledge of iManage Records Manager (or other Records Management software used in law firms). Smartsheet and eAccess (or similar storage vendor software) strongly preferred.