Records Coordinator

Jones Walker LLP•Baton Rouge, LA

9h•Onsite

About The Position

In accordance with Firm policies and procedures this position in the Records & Conflicts Department is primarily responsible for all tasks related to the management of client records (files) for the Baton Rouge office. Reports directly to the Assistant Director of Research Services & Knowledge Management. This position is resident in the Baton Rouge office but may also be responsible for assisting with the records management processes for other branch offices on an as needed basis. Records Management Advises lawyers and support staff on best practices and policies Inputs data into the iRM and IM Connect databases according to establish guidelines at a high level of accuracy Coordinates pick up and deliver of files/boxes from offsite vendor to requestor Works closely with office personnel to review materials going into offsite storage Identify, compile, sort, organize, and record appropriate data; flag exceptions; enter inventory data; generate reports; Accurately maintains data in iRM Establishes and maintains a good working relationship with team members Compliance Assists with lawyer and staff departures as it pertains to client files. Scans documentation of the departing process into Aderant Audits records processes, work product, staff-managed file areas for accuracy and compliance with Firm policies Should be familiar with the firm’s policies and procedures on HIPAA and HITech in order to identify files with materials requiring special handling Should also be familiar with guidelines set forth by various clients as it pertains to records governance Special Projects Clean-up and conversion of data from old databases Closed file room shift of files Retention and destruction Responsible for following the guidelines set forth by the firm’s Retention and Destruction Policy Includes inputting the correct retention period for closed files into iRM database Identifying closed files eligible for destruction Works with the lawyers and support staff to gain approval for destruction and to notify clients of pending destruction of files Closing of Matters/Files Closes out matters in the Aderant time and billing system as required Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements

Bachelor’s Degree preferred
Prior law firm experience preferred
Experience with iRM a plus
Comfortable working in a fast-paced environment where priorities change frequently
Excellent verbal and written communication skills; exceptional customer service and interpersonal skills
Excellent Microsoft Office skills required, specifically Microsoft Word and Excel
Must be detail oriented with a high degree of accuracy
Ability to handle physical tasks associated with file storage, including lifting and moving boxes of records weighing up to 50 pounds
Regular and predictable in-office attendance

Responsibilities

Advises lawyers and support staff on best practices and policies
Inputs data into the iRM and IM Connect databases according to establish guidelines at a high level of accuracy
Coordinates pick up and deliver of files/boxes from offsite vendor to requestor
Works closely with office personnel to review materials going into offsite storage
Identify, compile, sort, organize, and record appropriate data; flag exceptions; enter inventory data; generate reports
Accurately maintains data in iRM
Establishes and maintains a good working relationship with team members
Assists with lawyer and staff departures as it pertains to client files. Scans documentation of the departing process into Aderant
Audits records processes, work product, staff-managed file areas for accuracy and compliance with Firm policies
Should be familiar with the firm’s policies and procedures on HIPAA and HITech in order to identify files with materials requiring special handling
Should also be familiar with guidelines set forth by various clients as it pertains to records governance
Clean-up and conversion of data from old databases
Closed file room shift of files
Responsible for following the guidelines set forth by the firm’s Retention and Destruction Policy
Includes inputting the correct retention period for closed files into iRM database
Identifying closed files eligible for destruction
Works with the lawyers and support staff to gain approval for destruction and to notify clients of pending destruction of files
Closes out matters in the Aderant time and billing system as required