Mail and Records Processing Associate

Ricoh Americas Holdings•Plano, TX

2d•Onsite

About The Position

Under the supervision of the Ricoh Site Manager, this role oversees and coordinates daily tasks, workflow, and special projects within the Records Management Department. This includes the creation, tracking, monitoring, labeling, delivery, closure, and storage of active and/or inactive client or firm files. The position interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information, with most contact being internal to the organization.

Requirements

Minimum high school diploma or equivalent.
Strong customer service and communication skills.
Good typing skills and basic computer skills with diligent attention to detail.
Familiar with file room operations.
Attention to detail very important.
Ability to handle special projects assigned by records specialists/managers and supervisor.
Professional appearance, adherence to dress code.
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 35 to 50 lbs).
Work requires walking, standing, bending, reaching, lifting or carrying objects that typically weigh less than 40 lbs.
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

Experience in operating office equipment such as reprographics equipment, calculators, and reader/printers.
Real Estate Knowledge and Customer Service Skills preferred.

Responsibilities

Perform basic records center operations 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.
Prepare new files within file classification plan.
Generate labels and bar coding as necessary to track files.
Accurately perform filing and interfiling of loose items on a 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.
Communicate with offsite storage vendors.
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.