Legal Records Clerk

Ricoh • New York, NY

1d • $18 - $28

About The Position

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, the Legal Records Clerk oversees and coordinates daily tasks, workflow, and special projects in the Records Management Department according to the firm's records management procedures and guidance. The work includes creating, tracking, monitoring, labeling, delivering, closing, and storing active and inactive client or firm files, as well as maintaining records through filing and indexing. Most interactions are internal, involving supervisors, coworkers, and other staff.

Requirements

• Minimum high school diploma or equivalent.
• At least one year of college with specialized coursework in administrative management and computer technology is listed; a BA or AA is preferred, and special training in records management is a plus.
• 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, including verbal and written communication.
• Good typing skills and basic computer skills with diligent attention to detail.
• Ability to take direction, work in a team environment, and maintain positive and productive relationships with clients and coworkers.
• Ability to read and interpret business documents, procedure manuals, and technical procedures; communicate information 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 to solve problems.
• Ability to use common software, including Microsoft Office (Word, PowerPoint, Access, and Excel), 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/or Outlook.
• Knowledge of RIM, EDRM, and ESI industry best practices; RIM policies and procedures; and organizational requirements for records security, classification, access, and other security policies and procedures.
• Experience working with databases and generating reports; experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.
• Ability to manage physical boxes and handle special projects assigned by records specialists or managers.
• Ability to seek feedback and learning opportunities, exercise sound judgment, and respond to work with a sense of urgency as needed.
• Professional appearance and adherence to dress code.
• Ability to lift records boxes, typically 35 to 50 pounds, within government or labor requirements; walk, stand, bend, reach, lift, or carry objects typically weighing less than 40 pounds; and push or pull carts and trolleys.
• Moderate dexterity and regular use of basic skills and equipment such as calculators, keyboards, and hand tools, with eye-hand coordination.

Nice To Haves

• A 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.

Responsibilities

• Perform records center operations in accordance with established RIM procedures.
• Respond to requests by searching for, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
• Receive files for entry into the Records Management System (RMS), review them for accuracy, and enter data; sort, classify, and code material for filing, indexing, and shelving.
• Prepare physical and electronic files according to the file classification plan.
• Maintain timely, accurate, and complete filing, interfiling, and indexing.
• Generate labels and bar codes to track files as necessary.
• Interfile loose items accurately and promptly.
• Perform assigned tasks supporting the organization's legal hold process.
• Run 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 according to established schedules.
• Perform assigned tasks supporting implementation of the organization's approved retention schedule.
• Scan records as directed and save images in accordance with ESI policies and procedures.
• Serve as a key contact with offsite storage vendors.
• Maintain an accurate check-out system and an organized central file room or backup file areas as directed.
• Maintain 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 to requests and inquiries.
• Provide exemplary customer service and handle special projects, including destruction implementation, as directed.
• Provide management with input based on current and projected workload.
• Collect metrics and communicate project status; build effective working relationships with vendors, service providers, firm employees, clients, and coworkers.
• Identify conflicting task instructions and notify management, and verify authorization appropriateness.
• Work with others to evaluate, research, and recommend information management solutions, and assist with evaluation of systems alongside vendors and suppliers.

Benefits

• Medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA).
• Team member tuition assistance programs.
• Paid vacation time and paid holidays.
• Additional health, wellness, and personal and professional development benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED