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Records Specialist I

2 months ago

Houston, United States Vinson & Elkins Full time

Business Professional and Paralegal Job Openings Job Description - Records Specialist I (1571) Job Description Records Specialist I

-

(

1571

) Description 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. Qualifications

Education High School Diploma or equivalent; some college or business school preferred. Experience Minimum two years general office experience; records management experience and law firm experience preferred. Special Knowledge Good business English, spelling, grammar and punctuation. Must have strong organizational skills. Technical Skills Familiarity with Microsoft Suite programs; skill in the use of computer software programs and computer keyboard devices. Attributes Must be able to effectively work and communicate orally and in writing with all levels of firm personnel. Must have the ability to maintain strict confidentiality related to sensitive administrative and legal information. Must have excellent telephone and customer service skills, willingness and ability to learn new software, possess high attention to detail, strong ability to organize, ability to prioritize and perform multiple tasks, and ability to complete assignments within designated deadlines.

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