Records Specialist - Mon - Fri 8am-5pm at Williams Lea in New York, New York

Job Description:

Williams Lea is hiring for a Records Specialist for our New York City office to work Monday to Friday 8:00 am to 5:00 pm!




Pay: $20.43 - $21.50/hour



Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)


• 401k Retirement Savings Plan Including Employer Match


• Paid Time Off (PTO)


• Life Insurance


• Paid Parental Leave


• Short-term & Long-term Disability


• Healthcare & Dependent Care Flexible Spending Accounts


• Domestic Partner Coverage


• Commuter Benefits


• Legal Assistance


• Employee Assistance Program (EAP)


• Additional Employee Perks and Discounts

The Records Specialist responsibilities include file creation, labeling, retrievals, transfers, destruction tracking and document scanning. This position also requires a strong ability to track multiple ongoing projects within the department and submit update reports to management. This position involves ongoing written and verbal communications with our clients, other departments, and vendors. The ability to coordinate records retrievals, transfers and destruction with other departments and external entities is also required for this position. Good working skills in Microsoft Excel, Word, Outlook, Adobe PDF, iManage, LegalKey and FileTrail are essential for this position.



Job Responsibilities:

• Following all established internal Records procedures


• Creation of new files and revision of existing files


• Data entry into the records management database


• Adhering to document retention policies


• Labeling, moving and shelving files


• Follow-up on checked-out files as needed


• Prepare, schedule and distribute resources for global records and information management compliance training and development.


• Guide legal and administrative personnel towards adoption of records-related policies, procedures, practices and quality assurance measures.


• Work with legal and business services departments in the organization of files for the appropriate disposition.


• Generate, analyze and assemble records destruction indices, reports and summaries for distribution to clients, partners and employees.


• Assemble, organize and review client records for return, transfer, destruction or preservation consistent with firm policies and client guidelines.


• Coordinate updates to records and information management systems for hard-copy files stored onsite and offsite.


• Maintain electronic documentation in the document management system pertaining to records returned to clients, transferred to new counsel or destroyed, including partner and client instructions, approvals and confirmations of completed projects.


• Work with the office of the general counsel to ensure legal holds are implemented and released in a timely manner and maintain the firm wide list of legal holds.


• Arrange approved records orders for destruction with firm-approved vendors.


• Actively perform clerical functions which contribute to the department production including data entry and invoice processing.


• Work with offsite storage vendors on retrieval/storage of files via web interface or phone


• Routing and tracking of locked shred bins managed by Records for the firm's NY office


• Maintaining daily productivity tracking logs of all department activities and projects


• Research of client and matter information in various firm databases as needed


• Working on any other reasonable request for Records related assistance


• Maintaining the highest levels of confidentiality of all firm records and files

Job Requirements:

• High school diploma or equivalent, college degree preferred


• Prior legal records experience required


• Excellent attention to detail and strong consistent task focus


• Professional, effective written and oral communication skills


• Excellent interpersonal and teamwork skills


• Effectively complete tasks without constant supervision


• Ability to multi-task and meet multiple deadlines


• Intermediate Windows 11 based computer skills required


• Good working skills in Microsoft Word, Excel and Outlook required


• FileTrail, LegalKey and iManage experience required


• Document scanning and Adobe PDF tool-set experience preferred


• Ability to handle sensitive and/or confidential materials required


• Capacity and willingness to climb short ladders/step stools


• Must be able to lift up to 50 lbs. and push carts full of files on a regular basis


• Able to load, push and unload carts of boxes or files as needed


• Capable of understanding client inquiries and providing effective responses


• Excellent organizational and problem-solving skills.


• Excellent written and verbal communication skills.


• Excellent attention to detail and accuracy.


• Ability to prioritize work and make independent decisions.


• Ability to acquire comprehensive knowledge of records-related policies and procedures.


• Ability to professionally interact with all members of the firm and its clients.


• Education and professional experience closely aligned with the above job functions and skills.

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.


Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.


We're always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.


It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.


Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.


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