Records Management Specialist
1 week ago
Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm, is committed to excellence and innovation in talent acquisition. Our firm is dedicated to fostering diversity and inclusion, ensuring that we attract top-tier professionals across various sectors.
We are currently seeking a Records Manager for a prestigious global law firm. This role is pivotal within the Records Management Department and is based in Florida. The firm offers a competitive salary along with a comprehensive benefits package.
Role Summary:The Records Manager will oversee all facets of records management, ensuring both electronic and physical files are meticulously maintained across multiple offices. This position demands expertise in Records Operations and requires active participation in supervising the daily activities of the records team.
Key Responsibilities:- Exhibit a robust understanding of Records and Information Management (RIM) policies, data privacy regulations, and electronic data handling.
- Oversee all elements of file management, both onsite and offsite, which includes:
- Reviewing, validating, and printing labels
- Tracking file locations
- Conducting audits for onsite and offsite collections
- Processing collections for departing attorneys and clients
- Ensure adherence to Legal Holds and Ethical Walls by:
- Managing access controls for files under Ethical Walls
- Maintaining the integrity of files under Legal Holds during circulation
- Lead the Records Team by:
- Assigning and tracking work tasks, providing guidance as needed
- Conducting performance evaluations, coaching, and facilitating staff development
- Champion the transition to electronic processes within the local office.
- Provide training for secretarial and staff roles.
- Conduct orientation sessions for new attorneys.
- Establish structured processes for meetings and project planning to maximize team effectiveness.
- Participate in virtual meetings via video conferencing.
- Exceptional attention to detail and organizational skills, with the ability to manage time efficiently.
- Strong analytical and problem-solving abilities, demonstrating initiative and sound judgment.
- Capacity to perform under pressure and meet tight deadlines in a dynamic environment.
- Excellent communication skills, both verbal and written, with a professional demeanor.
- Self-motivated and proactive, capable of working independently and collaboratively.
- Ability to handle confidential and sensitive information with discretion.
- Proficient in building effective working relationships across all organizational levels.
- A Bachelor's Degree or equivalent experience is preferred.
- A minimum of 3 years in Records Management or a related field.
- 1 to 3 years of supervisory experience, ideally within a law firm or professional services environment.
- Strong technical proficiency, with experience in records management systems such as iManage Records or FileTrail being advantageous.
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