Records Associate

Records Associate

22.50-23.50 / hr

Costa Mesa, CA

GLC Business Services is a 30 year old Family Owned company. We are a provider of on-site support services (BPO or Business Process Outsourcing) for professional service firms across the country and management consulting services to the legal industry. We thrive on our outstanding client service and expertise. That is how our clients are able to feel so comfortable in the fact that our motto is :

Consider it Done!

How will working for GLC benefit YOU?

Not only will you be a part of a wonderful family owned business that treats you as such but GLC offers great benefits as well. We offer Competitive Benefits, 401K matching, PTO, Insurance Benefits, and Training that allows you to gain valuable experience.

We are trying to ensure we are bringing the right kind of individual to join our team.

Are YOU the right fit for us?

Do YOU have the right personality to become part of our family?

Are YOU a loyal and dedicated individual?

Does YOUR work ethic typically outshine the ones around you?

Are YOU ready for a career and not just a job?

If YES to these questions then apply now!

Full Time Position

Monday thru Friday Day schedule

JOB SUMMARY :

This non-exempt position works under direct supervision of the Records Manager and assists in processing file requests from Secretaries, Paralegals, File Clerks and Attorney's in the Palo Alto, San Francisco and Costa Mesa offices. Quality checks the classification of files created by firm Secretaries and / or Paralegals, label boxes for off-site or internal storage. Updates Elite 3E file locations for integration to off-site storage areas or firm approved storage areas (file cabinets, shelves, and work rooms). The Records Clerk is responsible for maintaining records in Elite 3E Records Manager software to ensure records accurately reflect information for current location, storage and / or retrieval. The Records Clerk is also responsible for collecting material designated for shredding and making such material available to vendors for scheduled pickup for multiple offices. Must have excellent Law Firm Records experience.

Essential Duties

• Edit existing barcode file labels in the Elite 3E Records Management database and reprint the label if needed especially for legacy labels that do not have a bar code.
• We edit file label descriptions and formats - Records clerks do not have the ability to change the client / matter number, name of the client or name of the matter.
• Ensure compliance of Firm Records Management Policy and Records Department Procedures.
• Ensure all administrative and client files and records that are no longer needed (determined by Attorney's, Paralegals, Secretaries, and other Department heads) by internal users are picked up at a scheduled time and returned to the Records Center for processing, pickup by off-site storage or for internal storage.
• Live inventory updates : Records Clerk will be assigned to use a wireless handheld scanner to scan barcodes of files in all locations to update their location status in Elite 3E quarterly.
• Research information on file history, activity, etc.
• Collect materials designated for shredding and make such material available to vendors for scheduled pickup.
• Support the Costa, Mesa, Palo Alto and San Francisco Offices. Will reside in the San Francisco office and drive down to Palo Alto once a month to assist with their records. Support the Costa Mesa office remotely. Mileage and expenses are paid.

Other Duties

Qualifications

Knowledge of RIM principals and records management database principles.

Working knowledge of Microsoft Word, Excel, and Outlook.

Must be able to craft professional email communication using good grammar and the correct salutations.

Skills

Data entry experience required.

Ability to follow instructions effectively in compliance with Records Department Policy and Procedures.

Ability to follow instructions effectively from internal clients and can follow up and follow through.

Ability to stay on tight schedules / deadlines and to work under pressure a must.

Ability to work independently and be self-motivated and disciplined.

Maintain a professional demeanor with strong emphasis on service attitude and responsiveness and be able to work tactfully with internal clients.

Communication skills, including both written and verbal.

Good interpersonal skills, teamwork / cooperation, and ability to adapt to changing work situations.

Strong organizational skills.

Excellent attention to detail.

Ability to work overtime as needed.

Reliable and punctual.

Education

High school diploma or GED required; some college courses preferred.

Physical Demands

Must be able to move containers weighing up to 50 pounds, use step ladders, push carts and retrieve / replace objects from shelving units (from floor level to 8 feet high).

Ability to move and shift file folders in filing shelves or into filing cabinets.

Ability to twist and bend.

Working Environment

Office environment.

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.

Salary : $23 - $24