Information Management Special Projects Supervisor

SK Battery America • New York, NY

1d • $105,000 - $120,000 • Hybrid

About The Position

We are seeking an Information Management Special Projects Supervisor to join our Firm. This position will be based in our New York office (hybrid). This person oversees special projects related to the Firm Records Management processes, specifically related to destruction and client file transfers. They manage Firm/client records proactively and substantively participates in all aspects of the entire records lifecycle, from label creation to offsite storage for both paper and digital media, act as a key resource and liaison for the Firm's attorneys, clients and business services professionals, offering advice, instruction and guidance when necessary and ensuring compliance at all times, utilize various technology applications to effectively manage Firm/client records and information proactively and are responsible for providing guidance, direction, mentorship and instruction to other Information Management and Records team members related to Records Management initiatives. Coordinates client file requests; involving IT, General Counsel's office and others as needed. Coordinates data/file destruction requests related to protective orders, confidentiality agreements and other client-specific obligations. Prepares reports and summaries by through data manipulation and analysis in Excel using formulas, pivots and other advanced functions Analyzes reports and data patterns to identify duplicative records and/or data anomalies, such as missing, incorrect, incomplete, inaccurate entries found in the Firm’s Records Management Systems Ensure the accuracy and integrity of the data stored within the Firm’s Records Management Systems by updating and maintaining pertinent identifying information related to physical project files Performs searches in the Firm’s databases and Records management systems to locate and retrieve onsite and off-site Firm records Prepares electronic media for digital archival and retrieval Reconciles offsite box vendor reports against the Firm’s records Researches and reconciles issues through analysis of historical data, review of email chains and interviewing case teams and other department members Participates in the development of workflows to efficiently process large volumes of file containers Coordinates with other offices for file retrieval/archival/destruction as necessary. Coordinates attorney departure file and email reviews; overseeing data file transfer when applicable. Reconciles files of terminating paralegals. Coordinates case room work and special records departmental projects. Acts as a representative for the department ensuring that file keeping best practices are followed. Communicates department and Firm best practices to partners, attorneys and business services professionals. Assists in design and preparation of training materials and provides training to team, other business services professionals and attorneys Assists in implementing and administering retention and quality control programs. Assists management in determining need for change, and in developing and implementing the same. Identifies and communicates with management the need for team training/coaching. Monitors weekend and after hours projects, assisting where necessary to meet deadlines Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others. Maintains a complete understanding of the Firm’s records management processes, best practices and systems. Manages Firm resources responsibly. Complies with and understands Firm operation, policies and procedures. Performs other related duties as assigned.

Requirements

• Knowledge of Firm operation, policies and procedures
• Knowledge of relevant Firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Knowledge of database searching syntax and logic, familiarity keyword and term searching.
• Experience using SQL and/or Power BI to analyze data.
• Knowledge of text and PST file types.
• Ability to manipulate data using Excel advanced functions
• Familiarity with productivity tools used for file transfers and copies (FTP), file compression (RAR and ZIP) and encryption (TrueCrypt)
• Ability to use Windows commands to move, copy and zip files for FTP posting or saving to media.
• Demonstrates ability to organize, execute and track tasks and timelines to ensure project progress
• Ability to read, interpret and follow instructions.
• Ability to delegate work effectively.
• Demonstrates effective interpersonal and communication skills, both verbally and in writing.
• Excellent communications skills needed – ability to describe complex technical concepts and ideas in non-technical terms
• Demonstrates close attention to detail.
• Ability to work well in a demanding and fast-paced environment.
• Ability to handle multiple projects and shifting priorities.
• Ability to organize and prioritize work.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to work well independently as well as effectively within a team.
• Ability to exert moderate to high physical effort.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
• Bachelor’s Degree
• Minimum of five years law firm or related experience in a professional services environment
• Strong demonstrated leadership experience.

Responsibilities

• Oversees special projects related to the Firm Records Management processes, specifically related to destruction and client file transfers.
• Manages Firm/client records proactively and substantively participates in all aspects of the entire records lifecycle, from label creation to offsite storage for both paper and digital media
• Acts as a key resource and liaison for the Firm's attorneys, clients and business services professionals, offering advice, instruction and guidance when necessary and ensuring compliance at all times
• Utilizes various technology applications to effectively manage Firm/client records and information proactively and are responsible for providing guidance, direction, mentorship and instruction to other Information Management and Records team members related to Records Management initiatives.
• Coordinates client file requests; involving IT, General Counsel's office and others as needed.
• Coordinates data/file destruction requests related to protective orders, confidentiality agreements and other client-specific obligations.
• Prepares reports and summaries by through data manipulation and analysis in Excel using formulas, pivots and other advanced functions
• Analyzes reports and data patterns to identify duplicative records and/or data anomalies, such as missing, incorrect, incomplete, inaccurate entries found in the Firm’s Records Management Systems
• Ensure the accuracy and integrity of the data stored within the Firm’s Records Management Systems by updating and maintaining pertinent identifying information related to physical project files
• Performs searches in the Firm’s databases and Records management systems to locate and retrieve onsite and off-site Firm records
• Prepares electronic media for digital archival and retrieval
• Reconciles offsite box vendor reports against the Firm’s records
• Researches and reconciles issues through analysis of historical data, review of email chains and interviewing case teams and other department members
• Participates in the development of workflows to efficiently process large volumes of file containers
• Coordinates with other offices for file retrieval/archival/destruction as necessary.
• Coordinates attorney departure file and email reviews; overseeing data file transfer when applicable.
• Reconciles files of terminating paralegals.
• Coordinates case room work and special records departmental projects.
• Acts as a representative for the department ensuring that file keeping best practices are followed.
• Communicates department and Firm best practices to partners, attorneys and business services professionals.
• Assists in design and preparation of training materials and provides training to team, other business services professionals and attorneys
• Assists in implementing and administering retention and quality control programs.
• Assists management in determining need for change, and in developing and implementing the same.
• Identifies and communicates with management the need for team training/coaching.
• Monitors weekend and after hours projects, assisting where necessary to meet deadlines
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Maintains a complete understanding of the Firm’s records management processes, best practices and systems.
• Manages Firm resources responsibly.
• Complies with and understands Firm operation, policies and procedures.
• Performs other related duties as assigned.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees