Records Support Specialist
3 weeks ago
The Records Support Specialist provides general information assistance to Firm staff for access to records. The Records Support Specialist will also assist in the administrative intake of records and will also provide administrative and clerical support to the entire Records Office.
RESPONSIBILITIES
- Provides general records assistance to staff in response to requests;
- Monitors and maintains records email account daily;
- Processes and distributes mail in all formats for Records Office;
- Answers phones and takes messages, as needed;
- Assists staff with completing Records Office forms and processes requests;
- Scans and indexes documents into iManage, using Airmail2 and Postmark;
- Provides administrative support to the Records Office, such as clerical tasks, travel, purchasing, etc.;
- Performs review of administrative information during records intake, evaluates for completeness, and follows-up where additional information is needed;
- Assists with data entry needs of the Records Office;
- Monitors and maintains departmental database(s);
- Serves as a member of a team dedicated to improving records management;
- Maintains up-to-date technological skills and uses efficiently in job functions;
- Demonstrates flexibility and adaptability to changing work scope and tasks based on need;
- Recalls boxes from off-site storage facility, arranges their delivery to requestors, and processes returns to off-site;
- Orders boxes from offsite storage facility and arranges delivery to requesters;
- Prepares department and discovery boxes for offsite storage, often on other floors; and
- Performs other duties, as assigned.
- Associate's degree required, Bachelor's degree preferred;
- Ideally 1-2 years of records related experience, preferably within a legal or corporate setting;
- Strong customer service experience;
- Comfort in PC Windows environment with experience in Microsoft Office, as well as Adobe PDF;
- Knowledge of automated legal records management system, such as Autonomy Records Manager, LegalKey, Elite or similar applications;
- Must be able to work well with others in a team environment;
- Excellent customer service, written and verbal communication skills;
- Ability to interact effectively with attorneys and staff at all levels;
- Strong attention to detail and focus on accuracy;
- Ability to maintain confidentiality;
- Ability to work with minimal supervision;
- Ability to multi-task in a deadline-driven environment;
- Ability to lift and move heavy boxes and large confidential shred bins, as needed; and
- Availability to work overtime as needed.
This position is located in our New York office. The hours for this position are 8:00 a.m. to 4:00 p.m., Monday through Friday. The estimated salary range for this position is $50,000 to $60,000 plus overtime. The actual salary offered will be based on a wide range of factors, including relevant skills, training, experience, education, and where applicable, licensure or certification obtained. Market and Firm factors are also considered. In addition to base salary and discretionary bonus(es), we offer a generous employee benefits package including, but not limited to, paid time off, medical, dental, vision care, 401(k) and substantial health club discounts.
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