Records and Office Services Specialist

Ricoh • Nashville, TN

1d

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

• One or more years of college with specialized course work in administrative management and computer technology.
• Minimum high school diploma or equivalent; Prefer BA or AA; special training in RM a plus.
• Requires experience in operating office equipment such as reprographics equipment, calculators, and reader/printers.
• Law firm experience dealing with legal secretaries, paralegals, attorneys.
• Strong customer service and communication skills.
• Good typing skills and basic computer skills with diligent attention to detail.
• Records experience helpful or previous filing experience with cataloging systems.
• Attention to detail very important.
• Ability to handle special projects assigned by records specialists/managers.
• Professional appearance, adherence to dress code.
• RIM, EDRM, ESI industry best practices.
• 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 report.
• RIM program policies and procedures.
• 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.
• LANGUAGE SKILLS: 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.
• MATHEMATICAL SKILLS: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• REASONING ABILITY AND PROBLEM SOLVING SKILLS: 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.
• HARDWARE AND SOFTWARE ABILITIES: 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.
• OTHER ABILITIES: Must be able to work in a team environment and maintain positive and productive relationships with Clients and co-workers

Nice To Haves

• 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.

Benefits

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree