RECORDS COORDINATOR (Atlanta)

Summary

The Records Coordinator is responsible for maintenance, disposition and retention of client records, both hard and electronic copy according to established Firm policies and procedures for the Atlanta, South Florida, Raleigh, Nashville, Philadelphia, New Jersey, New York, Washington D.C and Boston offices, and general support firmwide.

Essential Duties And Responsibilities

• Organization and maintenance of records and information in paper and electronic format to ensure accurate retention, effective retrieval and easy access to the information.
• Assist attorneys and staff in locating and retrieving open or closed documents in the Firm’s electronic document management system (DMS) and/or hard copy documents.
• Filing, vaulting and processing of executed documents according to Department procedures.
• Retrieves and prepares client files for closing or storage, either in hard copy or by imaging, by inventorying the file contents and organizing and filing same, as appropriate. Enters closed files into the Firm’s document management system and/or records management system (RMS) and updates database with closed file and matter number information.
• Conducts regular file audits and purges files according to the Firm’s document retention and destruction schedule, as approved by the General Counsel’s Office.
• Identify locations of unstructured data on the network, organize and migrate data, as appropriate, to official repositories or prepare for disposition.
• Provide training to office employees and attorneys on proper records management.
• Ensure Firm compliance with mandatory client guidelines related to Records.
• Works closely with Office Administrators and local supervisors to train, monitor, audit and coordinate work among the Firm’s Records personnel.
• Assist with outbound and inbound file transfers to ensure Firm and client obligations are met.
• Maintaining official client files and records by conducting audits to ensure proper file coding and locality.
  
  
  

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Knowledge, Skills And Abilities Required

• 5 years of Records or related experience, expertise in the life cycle of physical and electronic files.
• Experience in converting from a paper filing system to an electronic filing system.
• Experience with retention policies, on-site/off-site storage, storage retrieval and destruction of files.
• Experience in a law firm environment.
• Working knowledge and experience with Records applications.
• Knowledge and experience working with structured, semi-structured, and unstructured data.
• Experience with training and records policies and procedures.
• Must maintain a high level of professionalism and confidentiality in all matters.
• Ability to work in a fast-paced environment.
• Ability to travel to other office locations including, South Florida, Raleigh, Nashville, Philadelphia, New Jersey, New York, Boston and Washington D.C., and work flexible hours as needed.
• Knowledge of legal records pertaining to various practice areas and retention policies related to the same.
• Knowledge of scanning files workflow, including working with a scanning machine and imaging software.
• Strong communication and interpersonal skills.
• Superior attention to detail and highly skilled at identifying and indexing information.
• Ability to lift boxes and other items up to 40 lbs.
• Proficient in MS Outlook, Word, Excel, PDF software, iManage, iRM and other records management software.
  
  
  

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

Working Conditions

• Normal office environment with little exposure to excessive noise, temperature, ability to lift boxes up to 40 pounds and exposure to dust.
• On-site presence is required with travel as necessary to support regional offices.
  
  
  

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Equal Employment Opportunity and Diversity Statement

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.