Records Clerk

Ricoh Americas Holdings•New York, NY

2d•Onsite

About The Position

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and pursuant to the firm's records management procedures and guidance, 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. File maintenance involves filing and indexing records. 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

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.
Teamwork 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.
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 the general public.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Exhibits judgment by making reasonable and defensible decisions and taking action to solve problems.
Ability to use common software programs such as Microsoft Office (Word, PowerPoint, Access, and Excel), Microsoft Project, and email 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, the requirement is the ability to lift 35 to 50 lbs.
Work requires walking, standing, bending, reaching, lifting, or carrying objects that typically weigh less than 40 lbs. (e.g., papers, books, cartons, files, and small parts).
Ability to push, pull, and 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

BA or AA preferred
Special training in RM a plus
Experience operating office equipment such as reprographics equipment, calculators, and reader/printers.
Law firm experience dealing with legal secretaries, paralegals, attorneys.
Records experience helpful or previous filing experience with cataloging systems.
Ability to handle special projects assigned by records specialists/managers.
Professional appearance and adherence to dress code.
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 enter 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 barcoding as necessary to track files.
Accurately perform 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.
Serve 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 respond 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.