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Field Representative I, RIM Records

2 months ago

Columbus, Ohio, United States Ricoh Americas Corporation Full time
Job Summary

We are seeking a highly organized and detail-oriented Field Representative I, RIM Records to join our team at Ricoh Americas Corporation. As a key member of our Records Management Department, you will be responsible for overseeing and coordinating daily tasks, workflow, and special projects within the 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.
Requirements
  • 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.
Knowledge, Skills, and Abilities
  • Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.
  • Ability to effectively communicate information and respond to questions from groups of managers, clients, customers, and general public.
  • Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
  • Ability to define problems, collection of data, establishment of facts, and draw valid conclusions.
  • Exhibits judgment by making reasonable and defensible decisions and take action to solve problems.
  • Ability to use common software programs such as Microsoft Office (Word, PowerPoint, Access, and Excel), Microsoft Project, E-mail software.
  • Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.
  • Ability to work in a team environment and maintain positive and productive relationships with Clients and co-workers.