Records Department Administrator

Hedrick Gardner Kincheloe & Garofalo LLP•Charlotte, NC

23h•Onsite

About The Position

Hedrick Gardner Kincheloe & Garofalo, LLP is seeking a detail-oriented and experienced Records Department Administrator to manage all aspects of the firm’s records. This role is central to supporting our litigation teams by conducting conflicts checks, setting up new matters, and maintaining the integrity of client contact information, rates, and close matters upon request. The Records Department Administrator will oversee the full lifecycle of physical and electronic records, and coordinate with attorneys and paralegals regarding records requests. This position requires a proactive, organized professional with knowledge of legal records practices within a defense litigation environment.

Requirements

Minimum of three (3) to five (5) years of records management experience in a law firm, preferably in a defense litigation setting.
Demonstrated knowledge of legal records management principles, including retention schedules, and document destruction procedures.
Experience with legal document management systems such as NetDocuments; familiarity with practice management systems such as Aderant.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office technology.
Strong organizational skills with exceptional attention to detail and the ability to manage competing priorities in a fast-paced environment.
High degree of professionalism, discretion, and commitment to maintaining client and matter confidentiality.
Effective written and verbal communication skills with the ability to interface professionally with attorneys, clients, court personnel, and outside vendors.
Reliably commute or planning to relocate before starting work.

Nice To Haves

Associate’s or Bachelor’s degree in records management, legal studies, library science, business administration, or a related field.
Certified Records Manager (CRM) designation or other information governance certification.
Experience managing records in a multi-practice or multi-office law firm environment.
Familiarity with HIPAA compliance as it relates to medical records handling in litigation.
Experience supervising file room or records department support staff.

Responsibilities

Oversee the intake and tracking of all physical and electronic case files.
Implement and enforce records retention policies in accordance with state bar regulations, applicable statutes of limitations, and firm-established guidelines.
Coordinate with the firm’s IT department to support electronic records systems.
Respond promptly to attorneys and paralegals for file openings and records requests.
Conduct conflicts checks as requested.
Maintain client rates and rate sheets.
Update billing requests and file maintenance as requested.
Maintain confidentiality and security of all privileged communications, client files, and sensitive litigation materials.
Monitor and enforce proper destruction procedures for records that have met the end of their retention period, maintaining destruction logs.
Assist in responding to audits.
Develop and maintain records department procedures manuals and training materials for onboarding new staff.
Evaluate and recommend improvements to records management systems, workflows, and technology tools.