Field Representative I, RIM Records

Ricoh•Atlanta, GA

1d•Onsite

About The Position

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm's records management procedures and guidance, oversees and coordinates daily tasks, workflow and special projects within the Records Management Department; including, but not limited to, creation, tracking, monitoring, labeling, delivery, closure and storage of active and/or inactive client or firm files. File maintenance including filing and indexing records. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information. Most contact is internal to the organization.

Requirements

Ten key skills
Capable of lifting up to 50 lbs
Demonstrate customer-friendliness
Quick learners
Able to work effectively under pressure
Ability to ascend and descend stairs while carrying up to 25 lbs
Attention to detail is crucial
Knowledge of RIM, EDRM, ESI industry best practices
Knowledge of Organizational/RIM security requirements, policies, and procedures
Personal computer skills
Familiarity with MS tools
Experience working in a legal environment
Experience working with databases and generating reports
Knowledge of RIM program policies and procedures
Knowledge of Organizational requirements regarding records security, classification, and access
Ability to take direction and perform tasks accordingly
Build effective and lasting relationships
Collect metrics and communicate project status
Understand agreements with vendors and service providers; establish good working relationships with vendors and firm employees
Communicate appropriately verbally and in writing
Excellent customer service skills
Team work and sense of urgency as required
Seek feedback from others and opportunities to learn new skills
Exercise good judgment by making sound and well-informed decisions
Ability to learn and become competent with firm's record systems which may include Legal Key, Elite, File Surf, Interwoven and/or Outlook
Manage physical boxes
Identify conflicting task instructions and notify management
Verify appropriateness of authorization
Provide customer service
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
Must be able to work in a team environment and maintain positive and productive relationships with Clients and co-workers
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

Nice To Haves

Special training in RM a plus
Records experience helpful or previous filing experience with cataloging systems
Professional appearance, adherence to dress code
Prefer candidates with experience in an active records environment

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 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.