Senior Records Clerk

Ricoh • Plano, TX

55d • Hybrid

About The Position

Under the supervision of the Site Manager, 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. 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

• Minimum high school diploma or equivalent.
• Strong customer service and communication skills.
• Good typing skills and basic computer skills with diligent attention to detail.
• Familiar with file room operations.
• Attention to detail very important.
• Ability to handle special projects assigned by records specialists/managers and supervisor.
• Professional appearance, adherence to dress code.
• 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.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• 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.
• 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.
• 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, etc.).
• Ability to push, pull, 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.
• Desk Job with Strong Computer Skills.
• Filing and data entry best practices.
• Personal computer skills.
• Familiarity with MS tools.
• Experience working in an office environment.
• Ability to take direction and perform tasks accordingly.
• Build effective and lasting working 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.

Nice To Haves

• Experience in operating office equipment such as reprographics equipment, calculators, and reader/printers preferred.
• Real Estate Knowledge and Customer Service Skills preferred.

Responsibilities

• Perform basic records center operations 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 and shelving.
• Prepare new files within file classification plan.
• Generate labels and bar coding as necessary to track files.
• Accurately perform filing and 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.
• Communicate with offsite storage vendors.
• 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.
• Handle mail and administrative tasks.
• Manage physical boxes.
• Identify conflicting task instructions and notify management.
• Verify appropriateness of authorization.
• Provide customer service.

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: Senior
• Education Level: High school or GED