Legal Records Clerk

Ricoh Americas Holdings•New York, NY

About The Position

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and in accordance with the firm's records management procedures, the Legal Records Clerk coordinates daily tasks, workflow, and special projects in the Records Management Department. The work includes creating, tracking, monitoring, labeling, delivering, closing, and storing active and inactive client or firm files, as well as filing and indexing records. The position exchanges information with supervisors, coworkers, and other staff, with most contact occurring internally. The clerk performs records center operations, responds to records requests, processes files and records in records management systems, and supports records retention, legal holds, scanning, storage, and disaster recovery processes. The role also involves maintaining confidentiality, providing customer service, coordinating with offsite storage vendors, and keeping file areas organized. The work is typically performed in an office environment, with occasional warehouse work. It includes handling and moving records boxes and carts, along with regular use of computer and office equipment.

Requirements

Minimum high school diploma or equivalent.
One or more years of college with specialized coursework in administrative management and computer technology.
Experience operating office equipment, such as reprographics equipment, calculators, and reader/printers.
Law firm experience dealing with legal secretaries, paralegals, and attorneys.
Strong customer service and communication skills.
Good typing and basic computer skills, with diligent attention to detail.
Ability to read, assess, and interpret business documents, procedure manuals, and technical procedures.
Ability to communicate information effectively and respond to questions from managers, clients, customers, and the public.
Ability to apply fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collect data, establish facts, draw valid conclusions, and make reasonable, defensible decisions.
Ability to work in a team and maintain positive, productive relationships with clients and coworkers.
Ability to follow direction, manage physical boxes, and handle special projects.
Ability to use Microsoft Office programs, including Word, PowerPoint, Access, and Excel, as well as Microsoft Project and email software.
Ability to learn and become competent with the firm's records systems, which may include Legal Key, Elite, File Surf, Interwoven, and Outlook.
Ability to lift records boxes within applicable government or labor requirements; the stated typical requirement is 35 to 50 pounds.
Ability to walk, stand, bend, reach, lift or carry objects typically weighing less than 40 pounds, and push or pull carts and trolleys.

Nice To Haves

Bachelor's or associate degree.
Special training in records management.
Records experience or previous filing experience with cataloging systems.
Experience in an active records environment.
Knowledge of RIM, EDRM, and ESI industry best practices.
Experience with databases and generating reports.
Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.

Responsibilities

Perform records center operations in accordance with established records and information management procedures.
Search for, locate, retrieve, and deliver records or information in response to requests.
Receive files for entry into the Records Management System, review them for accuracy, and enter data.
Sort, classify, and code materials for filing, indexing, and shelving.
Prepare new physical and electronic files according to the file classification plan.
Complete filing, interfiling, and indexing accurately and on time.
Generate labels and barcodes to track files.
Interfile loose items promptly and accurately.
Perform assigned tasks supporting the organization's legal hold process.
Run database queries and activity reports as needed.
Arrange file retrieval and delivery, and compile and issue requested records and information.
Process records transferred to inactive storage according to established schedules.
Support implementation of the approved records retention schedule.
Scan records as directed and save images according to ESI policies and procedures.
Serve as a key contact for offsite storage vendors.
Maintain an accurate checkout system and organized central file room or backup file areas.
Maintain the confidentiality and privacy of firm and client files.
Perform backup and disaster recovery processes as directed.
Monitor records management email and voicemail boxes and respond appropriately.
Provide exemplary customer service.
Handle special projects, including destruction implementation, as directed.
Provide management with input based on current and projected workload.
Collect metrics, communicate project status, and identify conflicting task instructions for management.
Verify the appropriateness of authorization for records access.
Work with colleagues and external vendors to evaluate, research, and recommend information management solutions.