Records Technician

Norton Rose Fulbright • Montreal, QC

3d • Hybrid

About The Position

The Records Technician position reports directly to our Records Manager. The duties include, but are not limited to the following: You will be focusing on: Execute all off-site file activities, including indexing, retrievals, transfers, permanent withdrawals and reconciliations for the office/s in the province, providing coverage for other national offices as necessary. Generate file reports as needed, seek approvals for destruction of files from partners, escalate hold requests, and maintain record of approvals. Execute clean up of physical and electronic file data in our records database as directed by the Records Manager. Work with legal assistants and business services members in their electronic file consolidation, performing clean up in various electronic repositories as required. Ensure all onboarding and offboarding tasks are executed promptly for new hires and exiting employees of the firm. Conduct records management training/orientation for new legal support staff as well as retrain staff in new processes as they are created. Act as the onsite contact for our shredding vendor in the local office, ensuring all receptacles are serviced on the schedule provided by the vendor. Maintain onsite storage and cabinet inventory, assisting the Records Coordinator with allocation as needed. Work with legal assistants to ensure only accepted materials are being prepared for offsite storage, and facilitate the collection, sorting, and indexing of files. Work with legal assistants and lawyers to troubleshoot local information governance related problems, escalating to the Records Manager where necessary. Provide accurate and timely data input into enterprise systems. Assist with processing supplier invoices when required. Work with our offsite storage vendors to ensure their data is accurate across our accounts. Follow records management guidelines and procedures, flagging inefficiencies as they are found. Assist in records management related projects as needed.

Requirements

• 3 – 5 years of Information Governance, Records Management, or Legal Assistant work experience
• High School Diploma or equivalent experience
• For positions in Quebec, proficient in written and spoken French and English
• Must possess a high-level of customer service skills and have a positive attitude
• Highly detail oriented & strong attention to accuracy
• Working knowledge of Microsoft Office, information management software and database applications
• Ability to lift heavy boxes
• Ability to independently solve problems in a challenging environment that is evolving
• Ability to function both in a team and unsupervised environment
• Excellent verbal and written communication skills, with the aptitude to interact with all levels of the organization with confidence
• Well organized and the ability to meet deadlines in a fast-paced environment
• Flexibility (may have to work overtime and/or change working hours)

Responsibilities

• Execute all off-site file activities, including indexing, retrievals, transfers, permanent withdrawals and reconciliations for the office/s in the province, providing coverage for other national offices as necessary
• Generate file reports as needed, seek approvals for destruction of files from partners, escalate hold requests, and maintain record of approvals
• Execute clean up of physical and electronic file data in our records database as directed by the Records Manager
• Work with legal assistants and business services members in their electronic file consolidation, performing clean up in various electronic repositories as required
• Ensure all onboarding and offboarding tasks are executed promptly for new hires and exiting employees of the firm
• Conduct records management training/orientation for new legal support staff as well as retrain staff in new processes as they are created
• Act as the onsite contact for our shredding vendor in the local office, ensuring all receptacles are serviced on the schedule provided by the vendor
• Maintain onsite storage and cabinet inventory, assisting the Records Coordinator with allocation as needed
• Work with legal assistants to ensure only accepted materials are being prepared for offsite storage, and facilitate the collection, sorting, and indexing of files
• Work with legal assistants and lawyers to troubleshoot local information governance related problems, escalating to the Records Manager where necessary
• Provide accurate and timely data input into enterprise systems
• Assist with processing supplier invoices when required
• Work with our offsite storage vendors to ensure their data is accurate across our accounts
• Follow records management guidelines and procedures, flagging inefficiencies as they are found
• Assist in records management related projects as needed

Benefits

• Hybrid work environment
• Retirement savings plan with employer contribution
• Benefit premiums paid by the firm
• Telemedicine services
• Flexible health and wellness allowance that covers much more than gym memberships!
• Training and development programs based on your interests and needs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED