Records Management Associate
3 days ago
We are seeking a highly organized and detail-oriented Records Management Associate to join our team at Ricoh USA, Inc. As a Records Management Associate, you will be responsible for overseeing and coordinating daily tasks, workflow, and special projects within the Records Management Department.
Key Responsibilities- Perform records center operations tasks in accordance with established RIM procedures.
- Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
- Receive files for entry into Records Management System (RMS); review for accuracy and enters data. Sort, classify, and code material for filing, indexing, and shelving.
- Prepare new files within file classification plan, both physical files and electronic files.
- Maintain timely, accurate, and complete filing, interfiling, and indexing as required.
- Generate labels and bar coding as necessary to track files.
- Accurately perform interfiling of loose items on a timely basis.
- Perform assigned tasks that support the organization's legal hold process.
- Perform database queries and reports of activities as needed.
- Retrieve and arrange file delivery as requested.
- Access, compile, gather, and issue requested records and information.
- Receive and process records transferred to inactive storage in accordance with established schedules.
- Perform assigned tasks supporting the implementation of the organization's approved retention schedule.
- Scan records as directed, saving images in accordance with ESI policies and procedures.
- Serves as key contact with offsite storage vendors.
- Maintain accurate check out system.
- Maintain confidentiality and privacy of all firm and client files.
- Maintain organized Central File room, or backup file areas as directed.
- Perform backup and disaster recovery processes as directed.
- Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.
- Provide exemplary customer service.
- Handle special projects such as destruction implementation as directed.
- Provide input to management based on current and projected workload.
- One or more years of college with specialized coursework in administrative management and computer technology.
- Minimum high school diploma or equivalent; Prefer BA or AA; special training in RM a plus.
- Requires experience in operating office equipment such as reprographics equipment, calculators, and reader/printers.
- Law firm experience dealing with legal secretaries, paralegals, attorneys.
- Strong customer service and communication skills.
- Good typing skills and basic computer skills with diligent attention to detail.
- Records experience helpful or previous filing experience with cataloging systems.
- Attention to detail very important.
- Ability to handle special projects assigned by records specialists/managers.
- Professional appearance, adherence to dress code.
- Prefer candidates with experience in an active records environment.
- Typically, an office environment with adequate lighting and ventilation, and a normal temperature range and noise level.
- From time to time working in a warehouse environment may be required.
- Work assignments are diversified. Interpret, comprehend, and apply complex material, data, and instruction prepare, provide, and convey diversified information.
- Ability to lift records boxes, not to exceed government or labor requirements. Typically, the requirement is the ability to lift 35 to 50 lbs.
- Work requires walking, standing, bending, reaching, lifting, or carrying objects that typically weigh less than 40 lbs. (e.g., papers, books, cartons, files, and small parts, etc.).
- Ability to push, pull, move carts, and trolleys for the purpose of relocating records cartons.
- Moderate dexterity regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).
- Works closely with others in the organization to evaluate, research, and recommend information management solutions.
- Works closely with vendors, suppliers, and other external sources to assist in the evaluation of systems.
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